Records Management Supervisor
Apply NowCompany: Inland Empire Utilities Agency
Location: Chino, CA 91710
Description:
Salary : $133,985.28 - $163,248.28 Annually
Location : Chino CA 91708, CA
Job Type: Full-Time Regular
Job Number: 061 24 25 20001377
Division\Department: Information Technology Department
Opening Date: 04/15/2025
Closing Date: Continuous
THE POSITION:
THE OPPORTUNITY
Are you an experienced records management professional ready to lead and innovate? The Inland Empire Utilities Agency (IEUA) is seeking a knowledgeable and proactive Records Management Supervisor to oversee and advance our comprehensive electronic and paper records management program. In this key role, you'll supervise and support a high-performing team, ensure compliance with legal and regulatory requirements, and implement best practices to maintain the accuracy, accessibility, and security of vital records. You'll also help shape the Agency's records policies and systems, provide expert guidance and training to staff, and play a critical part in evaluating and integrating emerging technologies to improve efficiency. If you're a detail-oriented leader who thrives in a fast-paced, service-focused environment, we invite you to bring your expertise to our team and make a lasting impact.
This Position might be the perfect fit for you if:
Here at the Inland Empire Utilities Agency, we are a leader in water management and environmental stewardship. We strive to produce high-quality renewable products such as recycled water and top-quality compost to enhance and preserve the quality of life throughout our region. Our values go beyond just protecting the resources and the communities we serve. We are committed to applying ethical, transparent, and environmentally sustainable principles to all aspects of business and organizational conduct. We recognize that our commitment to the community starts with our employees. To ensure that our staff can continue to perform at a high level and provide unparalleled services throughout our service area, we strive to provide a healthy work-life balance.
Here are a few ways the Inland Empire Utilities Agency is committed to helping you feel your best, work your best, and live your best while working with us:
This position is open until filled. The deadline for the first review of applications is 11:59 PM on Tuesday, April 29, 2025. Applicants that submit applications after the first review deadline are not guaranteed to be considered for this recruitment. This recruitment may close at any time without notice after the first review deadline.
There is (1) vacancy in the Information Technology Department.
This recruitment is being conducted to fill (1) vacancy and will establish an eligibility list which may be used to fill future vacancies as they occur during the active status of the eligibility list.
Salary Range: SU 185FLSA: Exempt
Probationary Period: 12 months
Under direction, plans, supervises and reviews the work of staff engaged in developing and maintaining the Agency records management and information governance programs; administers records retention schedules; ensures compliance with all applicable public records laws and regulations; manages and oversees the archiving and physical storage of vital records and imaging processes to convert files and documents into digital format; provides professional advice to Agency managers and staff on records management issues; and performs related duties as assigned.
DISTINGUISHING CHARACTERISTICS:
A Records Management Supervisor is responsible for supervising staff engaged in maintaining the accuracy, storage, distribution, destruction and archival of routine and confidential Agency records. Incumbents exercise sound independent judgment in supervising, monitoring and training staff within the framework of established policies, procedures and guidelines.
An employee in this class typically reports to a Department Manager and supervises the work of records management staff.
EXAMPLES OF ESSENTIAL FUNCTIONS:
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
Organizes, assigns, schedules, supervises and evaluates the work of assigned staff; with staff, develops, implements and monitors work plans to achieve assigned unit objectives; provides input to the annual department budget; makes purchases and other expenditures in accordance with Agency procedures and monitors section performance against the annual budget; participates in developing, implementing and evaluating plans, processes and procedures to achieve established goals and objectives in accordance with department standards; prepares and maintains a variety of records and reports.
Interviews and participates in selecting new unit staff; supervises and evaluates staff performance; establishes performance requirements and personal development targets; regularly monitors performance and provides training, coaching and mentoring for performance improvement; recommends performance recognition when warranted; with management concurrence, implements the progressive discipline process to address performance deficiencies, in accordance with Agency human resources policies and labor contract agreements.
Provides day-to-day leadership and works with staff to ensure a high-performance, customer service-oriented work environment that supports achieving the section's and department's mission, objectives and values regarding teamwork, mutual trust and respect; applies best practices and quality assurance processes to assigned areas of responsibility; enforces the maintenance of safe working conditions and ensures safe work practices are followed by staff.
Plans, organizes and supervises the development, implementation and administration of a comprehensive electronic and paper records management program; organizes and implements records management methods, practices and procedures to ensure compliance with applicable laws and regulations, professional standards and best industry practices; works with legal counsel and management to determine appropriate legal retention periods for document and record types, administers the destruction of records in accordance with established retention periods and legal requirements, and ensures Agency policies remain relevant to regulatory requirements.
Establishes, maintains and updates identification, classification and indexing structures; develops and revises cross-reference indexes; manages the development and maintenance of records management databases and indexes to track and retrieve records; ensures the security of original records, including records of a sensitive and confidential nature.
Supervises and participates in the capture, acceptance, indexing, classification, archival, maintenance, storage, preservation and retrieval of records, including contract documents, engineering drawings, blueprints, specifications, photographs, videos and other records in a variety of media; oversees processes to ensure the quality and integrity of stored records; evaluates opportunities to improve the efficiency of records management processes through automation and centralization of records.
Oversees and/or responds to requests for information from staff, other agencies and the public in accordance with policy and legal disclosure requirements; searches databases to locate records, ensuring the privacy of confidential materials, retrieving records, and reproducing records as necessary in accordance with all legal and regulatory requirements; may act as Official Custodian of Records for the Agency.
Conducts records management training for Agency staff; advises division and department managers on legal requirements, standards and appropriate procedures for preserving, storing, retrieving, retaining and destroying records in accordance with established policies and procedures.
Stays abreast of emerging trends and advancements in records management including management of electronic data such as email, text and social media; participates in the development of new electronic document management systems and ensures their integration with records management programs, policies and standards.
Plays a key role in the assessment, evaluation and implementation of a records management system for the Agency, including identifying the various records archiving systems utilized throughout the organization to better assess and improve processes for efficiency and effectiveness.
May prepare Board reports and related documents for Board action.
May participate in or present at professional group meetings stays abreast of new trends and innovations in the areas of records management.
QUALIFICATION GUIDELINES:
EDUCATION, TRAINING AND EXPERIENCE:
Graduation from an accredited four-year college or university with a major in library and information science, business or public administration, information management or a closely related field, and at least five years of progressively responsible experience in records management; or an equivalent combination of education, training and experience. Experience in a public agency is preferred.
LICENSES; CERTIFICATES; SPECIAL REQUIREMENTS:
A valid California Class C driver's license and the ability to maintain insurability under the Agency's vehicle insurance program.
A Certified Records Manager (CRM) certification from the Institute of Certified Records Managers is highly desirable.
KNOWLEDGE OF:
Principles, practices, methods and techniques of records management.
Records management best practices and industry standards.
Document management and storage technologies, including electronic document management systems and related processes, equipment and quality standards.
Archival preservation and conservation methods.
Advanced research methods and analysis techniques.
Agency policies, procedures and practices regarding records management and emergency planning as it relates to records.
Federal and state laws and regulations governing the maintenance, retention and destruction of public records, including privacy rights and requirements for dealing with confidential records and copyrighted materials, including the Public Records Act.
Safety policies, practices, equipment and supplies applicable to the work.
Principles and practices of sound business communications.
Agency practices and procedures for budgeting and purchasing.
Principles and practices of effective supervision.
Agency human resources policies and labor contract provisions.
ABILITY TO:
Organize, supervise, assign, review and evaluate the work of staff engaged in a comprehensive electronic and paper records management program.
Understand, interpret, explain and apply legal requirements and Agency policies and standards applicable to the maintenance, disclosure and destruction of public records.
Analyze records and document management programs and practices, evaluate issues and alternatives and develop sound independent conclusions and recommendations in accordance with laws, regulations, rules and practices.
Organize, set priorities and exercise sound independent judgment within areas of responsibility.
Communicate effectively, both orally and in writing.
Understand, interpret, explain and apply applicable laws, codes and regulations.
Maintain confidentiality of Agency documents and records.
Present proposals and recommendations clearly, logically and persuasively.
Operate a computer and enterprise software, standard business software and specialized electronic content management systems.
Use tact and diplomacy in dealing with sensitive and complex issues, situations and concerned people.
Establish and maintain effective working relationships with all those encountered in the course of work.
SELECTION PROCESS:
All employment applications will be reviewed for accuracy, completion, relevant experience, education, training and other job-related qualifications. Applicants with the strongest background relating to the responsibilities of this position will be invited to participate in the testing process which may include one or more of the following: written test, oral interview, performance/practical examination. The successful candidate will be required to pass a background/reference check and pre-employment physical examination including a drug screen (for safety sensitive position) at no cost to the candidate. Please visit our website at www.ieua.org and select the Human Resources Department for additional information regarding the Agency, the hiring process and benefit information.
Any applicant requiring reasonable accommodation during the selection process due to a qualified disability must inform the Human Resources Office at (909) 993-1645 or hrdept@ieua.org at least 72 hours in advance of the need for accommodation.
THE PROVISIONS OF THIS ANNOUNCEMENT DO NOT CONSTITUTE A CONTRACT, EXPRESSED OR IMPLIED, AND ANY PROVISION CONTAINED IN THIS BULLETIN MAY BE MODIFIED OR REVOKED WITHOUT NOTICE.
"The Agency's success is obtained by creating a positive and diverse work environment which recognizes individual differences and experiences".
The Agency offers a comprehensive benefit package for eligible employees and their eligible dependents. These include health, dental, vision, and life insurance, as well as a variety of voluntary benefits. Programs and benefit amounts vary and are based on bargaining unit and employment type. This benefits overview is a summary and is not to be considered all-inclusive or applicable to all employees.
THE PROVISIONS OF THIS ANNOUNCEMENT DO NOT CONSTITUTE A CONTRACT, EXPRESSED OR IMPLIED, AND ANY PROVISION CONTAINED IN THIS BULLETIN MAY BE MODIFIED OR REVOKED WITHOUT NOTICE.
Retirement
California Public Employees' Retirement System (CalPERS):
An employee who becomes a "new" member of CalPERS for the first time on or after January 1, 2013 (and who was not a member of another California public retirement system prior to that date) will be enrolled in the CalPERS 2.0% @ 62 benefit formula with a three-year final compensation in accordance with Public Employees' Pension Reform Act of 2013 (PEPRA). New members (PEPRA) will be required to pay half of the normal cost (Govt. Code Section. 7522.30(c)) currently 6.75% of eligible earnings toward the employee contribution.
An employee who is a "classic" member of CalPERS, or a current member of another California public retirement system, who is hired on or after January 1, 2012, will be enrolled in the CalPERS 2.0% @ 55 benefit formula with a three-year final compensation. Classic members shall contribute 7% of eligible earnings toward the employee contribution.
Social Security/Medicare:
Along with CalPERS retirement, the Agency also participates in Social Security and Medicare. The Agency pays 7.65% on your behalf (6.2% Social Security + 1.45% Medicare), and the employee pays 7.65% via payroll taxes.
Medical
The Agency shall make a maximum monthly contribution towards the cost of his/her health insurance as follows:
Agency Medical Contribution
Health insurance is offered through CalPERS, and enrollment is optional with evidence of health coverage from another source. Eligible employees who waive their medical benefit receive a cash incentive payment. Coverage is effective the first day of the month following enrollment.
Dental and Vision Insurance
The Agency offers two dental plans - Delta Dental (PPO) and Western Dental (DPO). Enrollment in one of the plans is mandatory. Coverage is effective the first day of the month following enrollment.
Vision insurance is offered through EyeMed Vision Plan and enrollment is voluntary. Coverage is effective the first day of the month following enrollment.
Flexible Spending Account (FSA) Plan
Upon completion of six months of employment, employees may participate in the Agency's Section 125 Cafeteria Program. Participants in this program may take advantage of tax savings offered through a medical care flexible spending account, a dependent care flexible spending account, or purchase supplemental benefits including critical illness and accident insurance with pre-tax dollars. In addition, employees can purchase supplemental life insurance with post-tax dollars.
Term Life and Accidental Death & Dismemberment (AD&D) Insurance
Life and AD&D insurance is offered through Cigna Life Insurance. Executive Management employees are provided with 1 time their annual earnings up to $300,000. Unrepresented Management employees are provided with an Agency paid $90,000 Life and AD&D policy. Unrepresented non-management, and members of the Supervisors', Laboratory, Professional, General, or Operators' Unit are provided an Agency paid $50,000 Life and AD&D policy. Enrollment into a basic $10,000 Life and AD&D policy is required and paid by the employee. Employees may purchase dependent life, for their spouse and/or eligible child(ren), or additional Life and AD&D coverage for themselves up to $500,000. Coverage is effective the first day of the month following date of hire.
Disability Insurance
Employees are insured by an Agency-paid long-term disability insurance, which will provide income for an employee who is totally disabled from illness, injury, or accident. The basic benefit provides for 60% of the first $10,000 of monthly salary, reduced by deductible income, after a 365-day waiting period. Coverage is effective the first day of the month following the date of hire.
Short-term disability insurance is available through State Disability Insurance (SDI). Employees covered by SDI are covered by two programs: Disability Insurance and Paid Family Leave. Per applicable MOU and/or Personnel Manual, cash-out option available.
Employee Assistance Program
Agency employees are provided access to an Employee Assistance Program (EAP) which provides 24/7 assistance needed to help resolve life's challenges.
401(a) & 457(b) Deferred Compensation
Participation in a 457 deferred compensation plan is available through Empower Retirement. The Agency will contribute $25.00 per pay period to a single 457(b) account for each employee who has made an elective deferral of twenty-five ($25) or more to the plan. Also, participation in a 401(a) Defined Contribution Plan is available within 60 days of hire.
Flexible Work Arrangements
Whenever possible, the Agency strives to be flexible to help employees achieve a balance between work and home responsibilities. Most employees participate in a 4/10 work week.
PAID TIME OFF
Holidays
The Agency offers nine (9) paid holidays. Additional paid floating holidays are available every fiscal year as follows:Executive Management:6 Floating Holidays per FY & 6 Executive Leave days
Unrepresented Management:10 Floating Holidays per FY
Unrepresented Non-Management:6 Floating Holidays per FY
Supervisors' Unit:8 Floating Holidays per FY
Laboratory Unit:5 Floating Holidays per FY
Professional Unit6 Floating Holidays per FY
Operators' Association:6 Floating Holidays per FY
General Unit:60 hours Floating Holidays per FY
Vacation Leave
Employees accrue 80 hours of vacation leave per year depending on length of employment, progressing to 200 hours per year. Executive Management employees accrue 120 hours of vacation leave per year depending on length of service, progressing to 240 hours per year. Per applicable MOU and/or Personnel Manual, cash-out option available.
Sick Leave
Employees accrue 96 hours of sick leave annually.
Vehicle Allowance
Executive Management and Unrepresented Management employees may receive a monthly vehicle allowance
Safety Equipment Stipend
Members of the Laboratory Unit shall be provided with safety glasses. Payment shall be on a reimbursement basis, not to exceed $250 per fiscal year. Additionally, Laboratory members will receive $300 safety equipment stipend.
Educational Reimbursement Program
The Agency may reimburse eligible employees for the cost of educational courses up to $5,250 per fiscal year for the cost of educational expenses that are related to the employee's work. Limited Term employees are not eligible for this benefit.
Wellness Stipend
Employees not on original probation shall be entitled to a wellness stipend of five hundred dollars ($500) per calendar year. The wellness stipend shall be paid every twenty-fifth (25th) pay period.
Computer Loan Program
Eligible employees may receive an interest-free loan up to $3,000 to purchase a personal computerLimited Term employees are not eligible for this benefit.
This benefits overview is a summary and is not to be considered all-inclusive or applicable to all employees.
01
I understand that I must thoroughly complete the Education (including high school information regardless of any additional higher education), Employment History (including contact information and reason for leaving), Certificates & Licenses, and Supplemental Questions sections of my application, as applicable. This includes a detailed description of all work experience for the last ten years, if applicable. I also understand that I may not submit resumes in lieu of filling out the application or answering the Supplemental Questions.
02
I have read the above statement and understand that failure to provide sufficient information may result in my application being rejected.
03
Do you possess a valid California Driver's License?
04
Check the type of driver's license you possess. Note: For out-of-state applicants, a valid driver's license is required and a valid California Class "C" driver's license must be obtained within ten (10) days of appointment (CA Vehicle Code 12505c).
05
Have you graduated from an accredited four-year college or university with a major in library and information science, business or public administration, information management or a closely related field?
06
Which option below best describes your highest level of education? (NOTE: You will be required to verify your education level if you continue in the selection process.)
07
If you answered Bachelor's degree or higher for your education please enter your major here: (If you do not have an Bachelor's degree or higher, state "not applicable.")
08
Do you have at least five years of progressively responsible experience in records management; or an equivalent combination of education, training and experience?
09
Do you possess a Certified Records Manager (CRM) certification from the Institute of Certified Records Managers?
10
How many years of experience do you have in records management?
11
Describe your experience in records management, include any experience with a comprehensive records management program that includes micro graphics and computer technology. Include the employer's name, your position title, and the time period of the experience. Make sure your response specifically addresses the qualification above. An incomplete answer, including "please see resume" or similar language will remove you from further consideration. If you do not have experience, state "no experience."
12
How many years of experience do you have in analyzing records and document management programs and practices, evaluating issues and alternatives, and developing sound, independent conclusions and recommendations in compliance with applicable laws, regulations, rules, and standard practices?
13
Describe in detail your experience analyzing records and document management programs and practices, evaluating issues and alternatives, and developing sound, independent conclusions and recommendations in compliance with applicable laws, regulations, rules, and standard practices?Include the employer's name, your position title, and the time period of the experience. Make sure your response specifically addresses the qualification above. An incomplete answer, including "please see resume" or similar language will remove you from further consideration. If you do not have experience, state "no experience."
14
How many years of experience do you have responding to, or coordinating the collection of materials/records for response to public disclosure requests?
15
Describe in detail your experience responding to, or coordinating the collection of materials/records for response to public disclosure requests. Include the employer's name, your position title, and the time period of the experience. Make sure your response specifically addresses the qualification above. An incomplete answer, including "please see resume" or similar language will remove you from further consideration. If you do not have experience, state "no experience."
16
Do you have experience working in a government setting (i.e., city, county, special district)?
17
Describe your experience working in a government setting (i.e., city, county, special district) including any experience in records management or office administrative work. If you do not have any experience, state "no experience."
18
The position requires the ability to regularly lift up to 25 pounds and occasionally lift up to 50 pounds. Are you able and willing to abide by these requirements?
19
I understand that communications to me regarding this recruitment will be communicated by email, and that I will need to monitor my inbox/spam/junk email folder regularly to ensure that I do not miss any relevant communication.
20
Individuals selected for the position will serve a 12 month original/technical probation period. Individuals serving an original probation period may be terminated at any time during the 12 month period. Are you able and willing to abide by these requirements?
21
I hereby understand and declare that the statements on this supplemental questionnaire are true and complete to the best of my knowledge. As applicable, I hereby authorize the Agency and/or designees to contact the references listed to verify the information I have supplied. I hereby release from liability all persons and organizations furnishing such information. I understand that the Agency reserves the right to validate information received on the supplemental questionnaire and that I will be subject to disqualification and/or termination if any statement in this supplemental questionnaire is found to be untrue or determined to be misleading.
Required Question
Location : Chino CA 91708, CA
Job Type: Full-Time Regular
Job Number: 061 24 25 20001377
Division\Department: Information Technology Department
Opening Date: 04/15/2025
Closing Date: Continuous
THE POSITION:
THE OPPORTUNITY
Are you an experienced records management professional ready to lead and innovate? The Inland Empire Utilities Agency (IEUA) is seeking a knowledgeable and proactive Records Management Supervisor to oversee and advance our comprehensive electronic and paper records management program. In this key role, you'll supervise and support a high-performing team, ensure compliance with legal and regulatory requirements, and implement best practices to maintain the accuracy, accessibility, and security of vital records. You'll also help shape the Agency's records policies and systems, provide expert guidance and training to staff, and play a critical part in evaluating and integrating emerging technologies to improve efficiency. If you're a detail-oriented leader who thrives in a fast-paced, service-focused environment, we invite you to bring your expertise to our team and make a lasting impact.
This Position might be the perfect fit for you if:
- You have a high level of integrity, honesty, and a strong commitment to compliance and confidentiality.
- You enjoy leading teams and supervising work related to databases and electronic records management systems.
- You have experience developing, implementing, and maintaining comprehensive records management programs, including legal retention schedules.
- You thrive in a collaborative environment and enjoy working with a broad range of internal departments, external agencies, and the public.
- You're comfortable providing training, leading presentations, and advising staff and management on best practices in records management.
- You're driven by a desire to serve the community and take pride in supporting the mission and values of a public agency!
Here at the Inland Empire Utilities Agency, we are a leader in water management and environmental stewardship. We strive to produce high-quality renewable products such as recycled water and top-quality compost to enhance and preserve the quality of life throughout our region. Our values go beyond just protecting the resources and the communities we serve. We are committed to applying ethical, transparent, and environmentally sustainable principles to all aspects of business and organizational conduct. We recognize that our commitment to the community starts with our employees. To ensure that our staff can continue to perform at a high level and provide unparalleled services throughout our service area, we strive to provide a healthy work-life balance.
Here are a few ways the Inland Empire Utilities Agency is committed to helping you feel your best, work your best, and live your best while working with us:
- A 4-day work week with remote hybrid work schedules for some positions
- A pension through California Public Employees' Retirement System (CalPERS)
- Generous employer monthly health benefit allowances to go towards the cost of medical, dental, and vision insurance
- Competitive vacation, floating holiday, sick time in addition to 12 agency paid holidays
- Education Reimbursement up to $5,250 per fiscal year
- Basic life insurance coverage provided
- Wellness Stipend of $500 per fiscal year
- 457b Deferred Compensation Contribution
- Interest free loan for a computer purchase up to $3,000
This position is open until filled. The deadline for the first review of applications is 11:59 PM on Tuesday, April 29, 2025. Applicants that submit applications after the first review deadline are not guaranteed to be considered for this recruitment. This recruitment may close at any time without notice after the first review deadline.
There is (1) vacancy in the Information Technology Department.
This recruitment is being conducted to fill (1) vacancy and will establish an eligibility list which may be used to fill future vacancies as they occur during the active status of the eligibility list.
Salary Range: SU 185FLSA: Exempt
Probationary Period: 12 months
Under direction, plans, supervises and reviews the work of staff engaged in developing and maintaining the Agency records management and information governance programs; administers records retention schedules; ensures compliance with all applicable public records laws and regulations; manages and oversees the archiving and physical storage of vital records and imaging processes to convert files and documents into digital format; provides professional advice to Agency managers and staff on records management issues; and performs related duties as assigned.
DISTINGUISHING CHARACTERISTICS:
A Records Management Supervisor is responsible for supervising staff engaged in maintaining the accuracy, storage, distribution, destruction and archival of routine and confidential Agency records. Incumbents exercise sound independent judgment in supervising, monitoring and training staff within the framework of established policies, procedures and guidelines.
An employee in this class typically reports to a Department Manager and supervises the work of records management staff.
EXAMPLES OF ESSENTIAL FUNCTIONS:
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
Organizes, assigns, schedules, supervises and evaluates the work of assigned staff; with staff, develops, implements and monitors work plans to achieve assigned unit objectives; provides input to the annual department budget; makes purchases and other expenditures in accordance with Agency procedures and monitors section performance against the annual budget; participates in developing, implementing and evaluating plans, processes and procedures to achieve established goals and objectives in accordance with department standards; prepares and maintains a variety of records and reports.
Interviews and participates in selecting new unit staff; supervises and evaluates staff performance; establishes performance requirements and personal development targets; regularly monitors performance and provides training, coaching and mentoring for performance improvement; recommends performance recognition when warranted; with management concurrence, implements the progressive discipline process to address performance deficiencies, in accordance with Agency human resources policies and labor contract agreements.
Provides day-to-day leadership and works with staff to ensure a high-performance, customer service-oriented work environment that supports achieving the section's and department's mission, objectives and values regarding teamwork, mutual trust and respect; applies best practices and quality assurance processes to assigned areas of responsibility; enforces the maintenance of safe working conditions and ensures safe work practices are followed by staff.
Plans, organizes and supervises the development, implementation and administration of a comprehensive electronic and paper records management program; organizes and implements records management methods, practices and procedures to ensure compliance with applicable laws and regulations, professional standards and best industry practices; works with legal counsel and management to determine appropriate legal retention periods for document and record types, administers the destruction of records in accordance with established retention periods and legal requirements, and ensures Agency policies remain relevant to regulatory requirements.
Establishes, maintains and updates identification, classification and indexing structures; develops and revises cross-reference indexes; manages the development and maintenance of records management databases and indexes to track and retrieve records; ensures the security of original records, including records of a sensitive and confidential nature.
Supervises and participates in the capture, acceptance, indexing, classification, archival, maintenance, storage, preservation and retrieval of records, including contract documents, engineering drawings, blueprints, specifications, photographs, videos and other records in a variety of media; oversees processes to ensure the quality and integrity of stored records; evaluates opportunities to improve the efficiency of records management processes through automation and centralization of records.
Oversees and/or responds to requests for information from staff, other agencies and the public in accordance with policy and legal disclosure requirements; searches databases to locate records, ensuring the privacy of confidential materials, retrieving records, and reproducing records as necessary in accordance with all legal and regulatory requirements; may act as Official Custodian of Records for the Agency.
Conducts records management training for Agency staff; advises division and department managers on legal requirements, standards and appropriate procedures for preserving, storing, retrieving, retaining and destroying records in accordance with established policies and procedures.
Stays abreast of emerging trends and advancements in records management including management of electronic data such as email, text and social media; participates in the development of new electronic document management systems and ensures their integration with records management programs, policies and standards.
Plays a key role in the assessment, evaluation and implementation of a records management system for the Agency, including identifying the various records archiving systems utilized throughout the organization to better assess and improve processes for efficiency and effectiveness.
May prepare Board reports and related documents for Board action.
May participate in or present at professional group meetings stays abreast of new trends and innovations in the areas of records management.
QUALIFICATION GUIDELINES:
EDUCATION, TRAINING AND EXPERIENCE:
Graduation from an accredited four-year college or university with a major in library and information science, business or public administration, information management or a closely related field, and at least five years of progressively responsible experience in records management; or an equivalent combination of education, training and experience. Experience in a public agency is preferred.
LICENSES; CERTIFICATES; SPECIAL REQUIREMENTS:
A valid California Class C driver's license and the ability to maintain insurability under the Agency's vehicle insurance program.
A Certified Records Manager (CRM) certification from the Institute of Certified Records Managers is highly desirable.
KNOWLEDGE OF:
Principles, practices, methods and techniques of records management.
Records management best practices and industry standards.
Document management and storage technologies, including electronic document management systems and related processes, equipment and quality standards.
Archival preservation and conservation methods.
Advanced research methods and analysis techniques.
Agency policies, procedures and practices regarding records management and emergency planning as it relates to records.
Federal and state laws and regulations governing the maintenance, retention and destruction of public records, including privacy rights and requirements for dealing with confidential records and copyrighted materials, including the Public Records Act.
Safety policies, practices, equipment and supplies applicable to the work.
Principles and practices of sound business communications.
Agency practices and procedures for budgeting and purchasing.
Principles and practices of effective supervision.
Agency human resources policies and labor contract provisions.
ABILITY TO:
Organize, supervise, assign, review and evaluate the work of staff engaged in a comprehensive electronic and paper records management program.
Understand, interpret, explain and apply legal requirements and Agency policies and standards applicable to the maintenance, disclosure and destruction of public records.
Analyze records and document management programs and practices, evaluate issues and alternatives and develop sound independent conclusions and recommendations in accordance with laws, regulations, rules and practices.
Organize, set priorities and exercise sound independent judgment within areas of responsibility.
Communicate effectively, both orally and in writing.
Understand, interpret, explain and apply applicable laws, codes and regulations.
Maintain confidentiality of Agency documents and records.
Present proposals and recommendations clearly, logically and persuasively.
Operate a computer and enterprise software, standard business software and specialized electronic content management systems.
Use tact and diplomacy in dealing with sensitive and complex issues, situations and concerned people.
Establish and maintain effective working relationships with all those encountered in the course of work.
SELECTION PROCESS:
All employment applications will be reviewed for accuracy, completion, relevant experience, education, training and other job-related qualifications. Applicants with the strongest background relating to the responsibilities of this position will be invited to participate in the testing process which may include one or more of the following: written test, oral interview, performance/practical examination. The successful candidate will be required to pass a background/reference check and pre-employment physical examination including a drug screen (for safety sensitive position) at no cost to the candidate. Please visit our website at www.ieua.org and select the Human Resources Department for additional information regarding the Agency, the hiring process and benefit information.
Any applicant requiring reasonable accommodation during the selection process due to a qualified disability must inform the Human Resources Office at (909) 993-1645 or hrdept@ieua.org at least 72 hours in advance of the need for accommodation.
THE PROVISIONS OF THIS ANNOUNCEMENT DO NOT CONSTITUTE A CONTRACT, EXPRESSED OR IMPLIED, AND ANY PROVISION CONTAINED IN THIS BULLETIN MAY BE MODIFIED OR REVOKED WITHOUT NOTICE.
"The Agency's success is obtained by creating a positive and diverse work environment which recognizes individual differences and experiences".
The Agency offers a comprehensive benefit package for eligible employees and their eligible dependents. These include health, dental, vision, and life insurance, as well as a variety of voluntary benefits. Programs and benefit amounts vary and are based on bargaining unit and employment type. This benefits overview is a summary and is not to be considered all-inclusive or applicable to all employees.
THE PROVISIONS OF THIS ANNOUNCEMENT DO NOT CONSTITUTE A CONTRACT, EXPRESSED OR IMPLIED, AND ANY PROVISION CONTAINED IN THIS BULLETIN MAY BE MODIFIED OR REVOKED WITHOUT NOTICE.
Retirement
California Public Employees' Retirement System (CalPERS):
An employee who becomes a "new" member of CalPERS for the first time on or after January 1, 2013 (and who was not a member of another California public retirement system prior to that date) will be enrolled in the CalPERS 2.0% @ 62 benefit formula with a three-year final compensation in accordance with Public Employees' Pension Reform Act of 2013 (PEPRA). New members (PEPRA) will be required to pay half of the normal cost (Govt. Code Section. 7522.30(c)) currently 6.75% of eligible earnings toward the employee contribution.
An employee who is a "classic" member of CalPERS, or a current member of another California public retirement system, who is hired on or after January 1, 2012, will be enrolled in the CalPERS 2.0% @ 55 benefit formula with a three-year final compensation. Classic members shall contribute 7% of eligible earnings toward the employee contribution.
Social Security/Medicare:
Along with CalPERS retirement, the Agency also participates in Social Security and Medicare. The Agency pays 7.65% on your behalf (6.2% Social Security + 1.45% Medicare), and the employee pays 7.65% via payroll taxes.
Medical
The Agency shall make a maximum monthly contribution towards the cost of his/her health insurance as follows:
Agency Medical Contribution
Health insurance is offered through CalPERS, and enrollment is optional with evidence of health coverage from another source. Eligible employees who waive their medical benefit receive a cash incentive payment. Coverage is effective the first day of the month following enrollment.
Dental and Vision Insurance
The Agency offers two dental plans - Delta Dental (PPO) and Western Dental (DPO). Enrollment in one of the plans is mandatory. Coverage is effective the first day of the month following enrollment.
Vision insurance is offered through EyeMed Vision Plan and enrollment is voluntary. Coverage is effective the first day of the month following enrollment.
Flexible Spending Account (FSA) Plan
Upon completion of six months of employment, employees may participate in the Agency's Section 125 Cafeteria Program. Participants in this program may take advantage of tax savings offered through a medical care flexible spending account, a dependent care flexible spending account, or purchase supplemental benefits including critical illness and accident insurance with pre-tax dollars. In addition, employees can purchase supplemental life insurance with post-tax dollars.
Term Life and Accidental Death & Dismemberment (AD&D) Insurance
Life and AD&D insurance is offered through Cigna Life Insurance. Executive Management employees are provided with 1 time their annual earnings up to $300,000. Unrepresented Management employees are provided with an Agency paid $90,000 Life and AD&D policy. Unrepresented non-management, and members of the Supervisors', Laboratory, Professional, General, or Operators' Unit are provided an Agency paid $50,000 Life and AD&D policy. Enrollment into a basic $10,000 Life and AD&D policy is required and paid by the employee. Employees may purchase dependent life, for their spouse and/or eligible child(ren), or additional Life and AD&D coverage for themselves up to $500,000. Coverage is effective the first day of the month following date of hire.
Disability Insurance
Employees are insured by an Agency-paid long-term disability insurance, which will provide income for an employee who is totally disabled from illness, injury, or accident. The basic benefit provides for 60% of the first $10,000 of monthly salary, reduced by deductible income, after a 365-day waiting period. Coverage is effective the first day of the month following the date of hire.
Short-term disability insurance is available through State Disability Insurance (SDI). Employees covered by SDI are covered by two programs: Disability Insurance and Paid Family Leave. Per applicable MOU and/or Personnel Manual, cash-out option available.
Employee Assistance Program
Agency employees are provided access to an Employee Assistance Program (EAP) which provides 24/7 assistance needed to help resolve life's challenges.
401(a) & 457(b) Deferred Compensation
Participation in a 457 deferred compensation plan is available through Empower Retirement. The Agency will contribute $25.00 per pay period to a single 457(b) account for each employee who has made an elective deferral of twenty-five ($25) or more to the plan. Also, participation in a 401(a) Defined Contribution Plan is available within 60 days of hire.
Flexible Work Arrangements
Whenever possible, the Agency strives to be flexible to help employees achieve a balance between work and home responsibilities. Most employees participate in a 4/10 work week.
PAID TIME OFF
Holidays
The Agency offers nine (9) paid holidays. Additional paid floating holidays are available every fiscal year as follows:Executive Management:6 Floating Holidays per FY & 6 Executive Leave days
Unrepresented Management:10 Floating Holidays per FY
Unrepresented Non-Management:6 Floating Holidays per FY
Supervisors' Unit:8 Floating Holidays per FY
Laboratory Unit:5 Floating Holidays per FY
Professional Unit6 Floating Holidays per FY
Operators' Association:6 Floating Holidays per FY
General Unit:60 hours Floating Holidays per FY
Vacation Leave
Employees accrue 80 hours of vacation leave per year depending on length of employment, progressing to 200 hours per year. Executive Management employees accrue 120 hours of vacation leave per year depending on length of service, progressing to 240 hours per year. Per applicable MOU and/or Personnel Manual, cash-out option available.
Sick Leave
Employees accrue 96 hours of sick leave annually.
Vehicle Allowance
Executive Management and Unrepresented Management employees may receive a monthly vehicle allowance
Safety Equipment Stipend
Members of the Laboratory Unit shall be provided with safety glasses. Payment shall be on a reimbursement basis, not to exceed $250 per fiscal year. Additionally, Laboratory members will receive $300 safety equipment stipend.
Educational Reimbursement Program
The Agency may reimburse eligible employees for the cost of educational courses up to $5,250 per fiscal year for the cost of educational expenses that are related to the employee's work. Limited Term employees are not eligible for this benefit.
Wellness Stipend
Employees not on original probation shall be entitled to a wellness stipend of five hundred dollars ($500) per calendar year. The wellness stipend shall be paid every twenty-fifth (25th) pay period.
Computer Loan Program
Eligible employees may receive an interest-free loan up to $3,000 to purchase a personal computerLimited Term employees are not eligible for this benefit.
This benefits overview is a summary and is not to be considered all-inclusive or applicable to all employees.
01
I understand that I must thoroughly complete the Education (including high school information regardless of any additional higher education), Employment History (including contact information and reason for leaving), Certificates & Licenses, and Supplemental Questions sections of my application, as applicable. This includes a detailed description of all work experience for the last ten years, if applicable. I also understand that I may not submit resumes in lieu of filling out the application or answering the Supplemental Questions.
- Yes
- No
02
I have read the above statement and understand that failure to provide sufficient information may result in my application being rejected.
- Yes
- No
03
Do you possess a valid California Driver's License?
- Yes
- No
04
Check the type of driver's license you possess. Note: For out-of-state applicants, a valid driver's license is required and a valid California Class "C" driver's license must be obtained within ten (10) days of appointment (CA Vehicle Code 12505c).
- Class C
- Class B
- Class A
- Out of State
- I have no driver's license, California or otherwise
05
Have you graduated from an accredited four-year college or university with a major in library and information science, business or public administration, information management or a closely related field?
- Yes
- No
06
Which option below best describes your highest level of education? (NOTE: You will be required to verify your education level if you continue in the selection process.)
- Some high school
- High school or G.E.D.
- Some college
- Associate's degree
- Bachelor's degree
- Master's degree
- Doctorate degree
- None
07
If you answered Bachelor's degree or higher for your education please enter your major here: (If you do not have an Bachelor's degree or higher, state "not applicable.")
08
Do you have at least five years of progressively responsible experience in records management; or an equivalent combination of education, training and experience?
- Yes
- No
09
Do you possess a Certified Records Manager (CRM) certification from the Institute of Certified Records Managers?
- Yes
- No
10
How many years of experience do you have in records management?
- None
- Training only, or less than one year full-time work experience
- More than 1 year, but less than 2 years full-time work experience
- More than 2 years, but less than 4 years full-time work experience
- More than 4 years, but less than 6 years full-time work experience
- More than 6 years, but less 10 years full-time work experience
- Over 10 years full-time work experience
11
Describe your experience in records management, include any experience with a comprehensive records management program that includes micro graphics and computer technology. Include the employer's name, your position title, and the time period of the experience. Make sure your response specifically addresses the qualification above. An incomplete answer, including "please see resume" or similar language will remove you from further consideration. If you do not have experience, state "no experience."
12
How many years of experience do you have in analyzing records and document management programs and practices, evaluating issues and alternatives, and developing sound, independent conclusions and recommendations in compliance with applicable laws, regulations, rules, and standard practices?
- None
- Training only, or less than one year full-time work experience
- More than 1 year, but less than 2 years full-time work experience
- More than 2 years, but less than 4 years full-time work experience
- More than 4 years, but less than 6 years full-time work experience
- More than 6 years, but less 10 years full-time work experience
- Over 10 years full-time work experience
13
Describe in detail your experience analyzing records and document management programs and practices, evaluating issues and alternatives, and developing sound, independent conclusions and recommendations in compliance with applicable laws, regulations, rules, and standard practices?Include the employer's name, your position title, and the time period of the experience. Make sure your response specifically addresses the qualification above. An incomplete answer, including "please see resume" or similar language will remove you from further consideration. If you do not have experience, state "no experience."
14
How many years of experience do you have responding to, or coordinating the collection of materials/records for response to public disclosure requests?
- None
- Training only, or less than one year full-time work experience
- More than 1 year, but less than 2 years full-time work experience
- More than 2 years, but less than 4 years full-time work experience
- More than 4 years, but less than 6 years full-time work experience
- More than 6 years, but less 10 years full-time work experience
- Over 10 years full-time work experience
15
Describe in detail your experience responding to, or coordinating the collection of materials/records for response to public disclosure requests. Include the employer's name, your position title, and the time period of the experience. Make sure your response specifically addresses the qualification above. An incomplete answer, including "please see resume" or similar language will remove you from further consideration. If you do not have experience, state "no experience."
16
Do you have experience working in a government setting (i.e., city, county, special district)?
- Yes
- No
17
Describe your experience working in a government setting (i.e., city, county, special district) including any experience in records management or office administrative work. If you do not have any experience, state "no experience."
18
The position requires the ability to regularly lift up to 25 pounds and occasionally lift up to 50 pounds. Are you able and willing to abide by these requirements?
- Yes
- No
19
I understand that communications to me regarding this recruitment will be communicated by email, and that I will need to monitor my inbox/spam/junk email folder regularly to ensure that I do not miss any relevant communication.
- Yes
- No
20
Individuals selected for the position will serve a 12 month original/technical probation period. Individuals serving an original probation period may be terminated at any time during the 12 month period. Are you able and willing to abide by these requirements?
- Yes
- No
21
I hereby understand and declare that the statements on this supplemental questionnaire are true and complete to the best of my knowledge. As applicable, I hereby authorize the Agency and/or designees to contact the references listed to verify the information I have supplied. I hereby release from liability all persons and organizations furnishing such information. I understand that the Agency reserves the right to validate information received on the supplemental questionnaire and that I will be subject to disqualification and/or termination if any statement in this supplemental questionnaire is found to be untrue or determined to be misleading.
- Yes
- No
Required Question