Records Manager

Chukchansi Tribe; Oakhurst (CA); Hybrid; USD 80,000 - 105,000; Full time

Job summary

The Chukchansi Tribe is seeking a Records Manager within the Administration department to develop, implement, and oversee a comprehensive records management program. You will ensure official tribal records are created, maintained, retained, protected, archived, and disposed of in line with tribal laws, policies, federal regulations, and best practices.

You will oversee retention schedules, EDMS, and records security, coordinate archival projects, respond to records requests, and promote

Qualifications

• Bachelor’s degree or equivalent in a related field.
• At least five (5) years of progressively responsible experience in records management or information governance.
• Must successfully pass criminal, character, and background checks and pre-employment drug screening.

Responsibilities

• Develop, implement, administer, and continuously improve the Tribe's Records Management Program.
• Establish, maintain, and monitor records retention schedules in accordance with Tribal, federal, state, and grant requirements.
• Oversee electronic and physical records systems, ensuring integrity, accessibility, and security of all records.
• Coordinate responses to authorized records requests from Tribal departments, members, auditors, and agencies.

Education

Bachelor’s degree in Business Administration / Public Administration / Information Management / Records Management

Job description

Job Title: Records Manager

Department: Administration

Reports To: Tribal Administrator

Classification: Exempt

Status: Full-Time

Salary Range: $80,000 - $105,000/DOE

Location: Onsite –Hybrid work arrangements may be considered for qualified candidates

JOB SUMMARY

The Records Manager is responsible for developing, implementing, and administering the Tribe's comprehensive records management program. This position ensures that official Tribal records are created, maintained, retained, protected, archived, and disposed of in accordance with applicable Tribal laws, policies, federal regulations, and best practices.

The Records Manager oversees records retention schedules, electronic and physical records systems, document preservation, public records requests, and records security while promoting efficient information governance throughout the organization.

ESSENTIAL DUTIES

• Develop, implement, administer, and continuously improve the Tribe's Records Management Program.
• Establish, maintain, and monitor records retention schedules in accordance with Tribal, federal, state, and grant requirements.
• Develop and maintain policies, procedures, and standards for the creation, classification, storage, retrieval, retention, preservation, and disposition of official records.
• Oversee the management of both electronic and physical records systems, ensuring the integrity, accessibility, and security of all records.
• Coordinate records archiving, off-site storage, digitization projects, and the secure destruction of records in accordance with approved retention schedules.
• Ensure compliance with applicable laws, regulations, organizational policies, and records management standards.
• Conduct periodic records audits, compliance assessments, and quality assurance reviews, and recommend corrective actions and process improvements.
• Administer electronic document management systems (EDMS) and recommend technology enhancements to improve records management efficiency and security.
• Coordinate responses to authorized records requests from Tribal departments, Tribal members, auditors, legal counsel, and governmental agencies while safeguarding confidential information.
• Verify authorization for the release of confidential or protected records and maintain documentation of records requests and disclosures.
• Develop and implement records classification standards, filing structures, and information governance practices.
• Ensure appropriate backup, disaster recovery, and business continuity procedures are maintained for electronic records.
• Provide guidance, training, and technical assistance to departments regarding records management policies, retention schedules, and document control procedures.
• Develop records management manuals, user guides, and educational materials to support organizational compliance.
• Maintain inventories of archived records and coordinate retrieval of records as requested.
• Collaborate with departments during internal and external audits, investigations, litigation holds, and regulatory reviews.
• Promote continuous improvement by evaluating records management practices and recommending operational efficiencies.
• Perform other related duties as assigned.

MINIMUM QUALIFICATIONS

• Bachelor’s degree in Business Administration, Public Administration, Information Management, Records Management, or a closely related field.
• Equivalent combinations of education and experience may be considered.
• A minimum of five (5) years of progressively responsible experience in records management, document control, archives administration, or information governance.
• Must successfully pass all required criminal, character, and background checks.
• Must pass a pre-employment drug screening.
• Must possess and maintain a valid driver’s license and insurable driving record.

PREFERRED QUALIFICATIONS

• Experience with electronic document management systems preferred.
• Government or Tribal government experience preferred.
• Certified Records Manager (CRM)
• Certified Records Analyst (CRA)
• Information Governance Professional (IGP)
• Experience implementing electronic records management systems.
• Experience with grant records compliance.
• Experience developing records retention schedules.

TRIBAL PREFERENCE STATEMENT

In accordance with applicable Tribal law and Title VII of the Civil Rights Act of 1964, the Picayune Rancheria of the Chukchansi Indians (PRCI) Administration provides employment preference to enrolled PRCI Tribal Members. To qualify, applicants must submit valid proof of enrollment. Tribal Members who meet the minimum qualifications will be given preference in hiring, promotion, transfer, and layoff decisions. During the interview process, PRCI Tribal Members will receive an additional 7.5 points (10% of the 75-point interview rubric). Non-PRCI Native American candidates will receive an additional 5 points (6.7% of the total points) in accordance with Indian Preference guidelines.

INDIAN PREFERENCE STATEMENT

In compliance with 25 CFR Part 276 and Title VII of the Civil Rights Act, Sections 701(b) and 703(i), employment preference shall be given to qualified applicants who are enrolled members of the Picayune Rancheria of the Chukchansi Indians, and secondarily, to another qualified American Indian/Alaska Native Candidate.