Supervising Program Administrator – Records and Information Management

Valley Water; San Jose (CA); Hybride; USD 105 000 - 145 000; Plein temps

Résumé du poste

Valley Water is seeking a Supervising Program Administrator – Records and Information Management to lead the Records and Library Program within the Clerk of the Board. You will guide staff to organize, secure, and preserve physical and digital records, and oversee public records responses in coordination with District Counsel.

You will drive centralized records systems, digitization efforts, and database migrations, ensuring accuracy, reliability, and easy access to information for the public

Qualifications

• Six (6) years of experience in records and information management and leading related projects or programs.
• Experience coordinating and responding to public records requests.
• A legal background is preferred.

Responsabilités

• Monitor and evaluate library and records management practices, procedures, and policies; identify areas for improvement and report on compliance.
• Oversee storage, organization, description, access, and preservation of records and reference materials; select suitable systems.
• Manage responses to public records requests, subpoenas, and other demands; coordinate with District Counsel.
• Coordinate development and implementation of centralized records management systems and digitization; oversee migrations, data design, QA, and user training.

Connaissances

Records management

Public records requests

Legal coordination

Digitization

Data migration

Formation

Bachelor's degree in business administration or related field

Description du poste

A 3% supervisory differential will apply.

Overview:

Are you ready to lead a program that supports transparency and makes information accessible? Valley Water is seeking a Supervising Program Administrator – Records and Information Management to lead its Records and Library Program within the Clerk of the Board.

In this role, you will guide staff in organizing, securing, and preserving physical and digital records; oversee responses to public records requests and other legal demands in coordination with District Counsel; and improve records management policies, procedures, and systems. You will also lead digitization and database migration efforts to ensure Valley Water’s information remains accurate, reliable, and easy to find.

Our Commitment:

We are committed to building and sustaining a working environment where all individuals are respected and valued. We believe every member of our team brings unique perspectives that enhance our ability to serve the public effectively. By fostering a workplace with employees from the communities we serve, we broaden our collective understanding of the world around us and strengthen our mission to equitably provide safe, clean water, natural flood protections, and environmental stewardship.

About Valley Water:

Valley Water’s mission is to provide Santa Clara County with safe, clean water for a healthy life, environment, and economy. The FY 2026-27 Adopted Budget of $1.284 billion supports approximately 876 employees. With headquarters in San José, Valley Water provides water supply, enhances streams and watersheds through creek restoration and habitat protection, provides flood protection for homes, schools, businesses and roadways, and partners with other agencies to provide trails and open space for the community.

Who We Are:

To learn how Valley Water provides safe, clean water and environmental stewardship for the Santa Clara community, please click here

Key Responsibilities include, but are not limited to:

• Monitor and evaluate library and records management practices, methods, procedures, and policies; identify areas for improvement, recommend solutions, and monitor and report on compliance with records management regulatory requirements.
• Determine how the Records Management Center and Library store, organize, describe, provide access to, and preserve records and reference materials; select appropriate physical and electronic systems.
• Oversee responses to public records requests, subpoenas, grand jury investigations, and other litigation-related demands for records; facilitate the lawful release or withholding of responsive documents under District Counsel’s guidance and review responses for quality assurance.
• Coordinate the development and implementation of centralized records management information systems and digitization efforts; oversee database migrations, including specifications, data design and standardization, quality assurance, implementation, and user training.

Ideal Candidate’s Background Includes:

Applicants whose experience and background best match the ideal experience, knowledge, skills, abilities, and education are considered ideal candidates for the position. Each applicant will be assessed against the documented ideal candidate criteria.

Ideal Experience:

• Six (6) years of experience in records and information management and leading related projects or programs
• Experience coordinating and responding to public records requests.
• A legal background is preferred

Ideal Skills and Abilities:

• Keep physical and digital records organized, secure, accurate, and easy to find.
• Create clear, practical records management procedures that staff can follow consistently.
• Coordinate complex records requests with staff and legal counsel.
• Improve records systems and guide digitization and data migration projects.
• Identify problems, evaluate options, and put effective solutions into practice.
• Balance competing priorities, manage resources and budgets, and meet deadlines.
• Build strong working relationships across departments and with the public.

Ideal Knowledge:

• Knowledge of public records requests
• Knowledge of records management
• Knowledge of the California Public Records Act and the Freedom of Information Act
• Records management practices for organizing, indexing, storing, preserving, and retrieving physical and electronic records
• The California Public Records Act, Freedom of Information Act, and requirements governing access to and protection of records.
• Records retention schedules and procedures for securely disposing of records.
• Electronic records management systems, digitization, and database migration.
• Naming conventions and data quality standards that make information accurate and easy to find.

Training and Education:

Equivalent to a Bachelor’s degree from an accredited college or university with major course work in business administration or a related field.

Required License or Certificate

To review the Classification Specification, please click here

Office of the Clerk of the Board Unit (Position Code 365)

Valley Water Telework Program: Eligibility for telework will depend on the type of work performed, operational needs, and the ability for the employee to perform the essential functions of their job duties while teleworking. Employment with Valley Water requires employees to live within 150 miles of their primary physical work location located in San José, California by their start date.

This position is eligible for a hybrid telework schedule upon completion of the first 30 days of employment, typically consisting of 40% remote work and 60% onsite work.