Manager of Records and Information Management

The Manager of Records & Information Management is responsible for the planning and management of the Records & Information Management Program. The incumbent will plan, organize, coordinate, direct, and monitor all activities and operations of the Records & Information Management Program, manage and oversee the work of others, and provide training and technical guidance and assistance. The incumbent will serve as the agency’s Records Management Officer. This position will proactively work with the Records & Information Management and Imaging and Quality Assurance teams, Division staff, members of the TRS executive and leadership team, and agency employees.

WHAT YOU WILL DO:

Records & Information Management Program Management
• Participates in the planning, organization, and management of the Records & Information Management (RIM) Program.
• Manages, assigns, and evaluates RIM staff; provides significant input on hiring, monitoring, evaluating, motivating and rewarding staff.
• Manages department workflow and staff schedules; takes corrective action to meet productivity and quality goals.
• Assesses training needs and provides training, coaching, and technical assistance.
• Develops, reviews, revises, and implements RIM policies, procedures, and systems.
• Oversees the management of agency records and information.
• Coordinates with vendors for records management software, equipment, and services, including specifications, requests for proposals, requests for bids.
• Assists with evaluating and selecting vendors and managing contracts.
• Trains and advises executives, managers, and staff on RIM policies, procedures, operations, activities, achievements, and issues.
• Develops, prepares, and delivers reports and presentations on department activities.
• Identifies program concerns and change management opportunities, provides timely recommendations to Division leadership.
• Assists with development and oversight of the annual budget.
• Ensures compliance with applicable laws, policies, procedures, rules, and regulations.
• Leads or participates in special projects and serves on agency committees and task forces.

Records & Information Management
• Serves as the agency’s Records Management Officer.
• Oversees the development, implementation, and maintenance of the agency’s records retention program and schedule.
• Ensures compliance with records retention related agency, state, and federal policies, statutes, rules, and regulations.
• Develops and oversees procedures for maintaining historical artifacts; including preparing basic inventories, indexes, guides, and aids to facilitate access to information.
• Designs and manages records keeping systems such as electronic repositories and configures governance, classification schemes, and controlled vocabularies to aid users in meeting requirements for access, retention, disposition, and protection of information.
• Oversees the submission of reports to the Texas State Library and Archives regarding records retention issues.
• Evaluates the applicability of new records management automated systems, equipment, software and other technology.
• Serves as the agency Custodian of Records.
• Serves as the agency technical expert for managing eDiscovery cases and handling legal holds.

Performs related work as assigned.

WHAT YOU WILL BRING:

Required Education
• Bachelor’s degree from an accredited college or university in business administration, records or information management, library science, or a closely related field.
• High school diploma or equivalent and additional full-time experience in records or information management, or related experience may be substituted on an equivalent year-for-year basis.

Required Experience
• Seven (7) years of full-time directly related, progressively responsible experience in records or information management or related experience.
• Three (3) years of experience coordinating, leading or supervising the work of others, required.
• Experience may be concurrent.
• A master's degree or doctoral degree in a closely related field may be substituted on an equivalent year-for-year basis.

Preferred Qualifications
• Certification by the Institute of Certified Records Managers (ICRM) as a Certified Records Manager (CRM).
• Certified Information Governance Professional (ARMA)
• Certified Information Professional (AIIM)
• Experience in records management for a Texas state agency.
• Experience managing pension and/or insurance records.
• Experience with electronic repositories (SharePoint, FileNet, etc.) .
• Experience planning and facilitating meetings or training sessions and/or formally presenting in group setting.
• Experience providing budget and expenditure administration support.

Knowledge of
• Records & Information management theories, practices, techniques, rules, and regulations.
• Current and emerging technologies for managing electronic information and records.
• Information management system design, taxonomies, classification schemes, and controlled vocabularies.
• The use of automated systems, software, and equipment associated with records management, such as document imaging, microfilm, microfiche, bar coding, electronic storage, and database management.

Skill in
• Effective project management, including planning, organizing, and prioritizing work assignments to manage a high-volume workload in a fast-paced and changing environment, meeting frequent and/or multiple deadlines, and managing conflicting priorities and demands.
• Managing, organizing, and motivating staff to meet productivity and quality goals and objectives.
• Analyzing problems and devising effective solutions.
• Dispute resolution.
• Effective written and verbal communications, including skill in explaining complex information to others in an understandable manner, and in writing clear and precise reports, policies, procedures, and correspondence.
• Providing outstanding customer service to internal and external customers and stakeholders.

Ability to
• Exercise sound judgment in making critical decisions.
• Organize and coordinate work assignments to effectively meet frequent and/or multiple deadlines, in handling multiple tasks simultaneously, and in managing conflicting priorities and demands.
• Gather, assemble, correlate and analyze facts.
• Lead, direct and train others.
• Establish and maintain harmonious working relationships with co-workers, agency staff, and external contacts.
• Work effectively in a professional team environment.