Director of Records Management and Archives

Posting Number: F006456

Position Status: Full Time

Grant Funded: No

Category: APT

Class Code: 13

Starting Pay: $78,664

Location: District, Other - ODMC

Department: DT Information Management

Job SummaryReporting to the Director of Information Management, the Director of Records Management and Archives is responsible for administration of the Records Management department by overseeing the development, supervision, and daily operations of the department, its offices, programs, services, and personnel. This position serves as the College's Records Management Officer (RMO), as designated in Board policy CIA (local) and required under Section 203.025 of the Texas Local Government Code.

Primary Duties and ResponsibilitiesEssential Performance Requirements*

• Collaborates with the College Board of Trustees, administrators, and general counsel to establish policies, regulations, processes, and procedures for operating and sustaining the records management program
• Establishes and deploys secure and cost-efficient standards, guidelines, processes and procedures that formally govern the creation, use, security, storage, maintenance, preservation, and final disposition of College records
• Assists in fulfilling the College's recordkeeping obligations in accordance with provisions of the Local Government Records Act and the administrative rules adopted under it by the Texas State Library and Archives Commission
• Provides training and assistance to the College community to reduce costs and improve the efficiency of recordkeeping
• Disseminates pertinent information concerning the policies, regulations, rules, and laws that govern management of record assets
• Proactively mitigates the potential for damage or loss of document and record materials containing information of essential, historical, and permanent value by identifying and taking adequate steps to protect and preserve them
• Maintains record access authorization, legal hold, and chain-of-custody protocols and coordinates timely release of record copies for legal and public information requests
• Appraises and categorizes document and record materials for optimal creation, delivery, and retrieval as well as access, use, maintenance, security, storage, preservation, retention, and final disposition requirements to prepare, amend, and publish control schedules that list the College's records, their retention, and final disposition requirements
• Collaborates with College administrators, program heads, project managers, information security, emergency management, public information, records custodians, and other pertinent stakeholders to ensure recordkeeping requirements are considered before retiring old software systems and when selecting, planning, building, and implementing new electronic records and information systemsGeneral Supervision and Management
• Provides leadership for all assigned direct reports
• Providing direction, on-going monitoring, and support of the administration of the Records Management department's development, supervision, and daily operations of its offices, programs, services, and personnelService Excellence
• Participates on behalf of the College in external community organizations and associations as assigned to support the essential performance requirements
• Attends the workplace regularly, reports to work punctually, and follows a work schedule to keep up with the demands of the worksite
• Completes all required training and professional development sessions sponsored through Tarrant County College (TCC)
• Supports the mission, values, goals, and principles of the CollegeSupervision

Works under the general supervision of the Director of Information Management

*Performs Other Related Tasks as Required

The duties listed 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 the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Required Minimum Qualifications

• Bachelor's degree Records Management, Information Systems, or related field
• Registration as the College's Records Management Officer (RMO) with the director and librarian of the Texas State Library and Archives Commission within 30 days of employment
• Three (3) years' working experience related to the Essential Performance Requirements
• Two (2) years' experience supervising (e.g., managing, evaluating the performance of others)

Preferred Qualifications

• Master's degree in archives, library science, information technology, or records and information management, or an equivalent combination of education, training, and experience.
• Current Certification in Laserfiche, records management, project management, or related areas
• At least three (3) years' working experience in archives, or records and information management

Knowledge, Skills and Abilities

• Knowledge of enterprise content and electronic records management (ECM & ERM) methodologies and technologies
• Knowledge of archival, project and recordkeeping principles, practices, standards, methodologies, rules, regulations, and laws
• Knowledge of budget preparation, expense control processes, and contract negotiations
• Skilled in excellent customer service and interpersonal relationships, including strong listening, verbal, and written communication
• Skilled using computerized applications and enterprise systems, including document imaging, content management systems, word processing, spreadsheet, and presentation software
• Skilled with troubleshooting and problem-solving to effectively resolve and communicate issues in a fast-paced environment where the demands for work are varied and unpredictable in scope and volume
• Skilled in successfully leading in a team-centered environment, while delegating work appropriately to faculty and staff to meet College and campus deliverables
• Skilled in establishing and maintaining successful and strong relationships with individuals or organizations, by fostering productive teamwork, dynamic networking, and flexible adaptability
• Ability to work effectively in a collaborative environment, either individually or as part of a team
• Ability to perform and prioritize multiple tasks seamlessly and accurately while effectively managing time, supporting resources, and stakeholders
• Ability to analyze data and assess situations to provide sound recommendations based on data, policy, procedure, practice, and existing regulations while exhibiting strong attention to detail and organization
• Ability to maintain a high level of diplomacy and tact, ensuring confidentiality and discretion with sensitive and confidential information

Physical Demands and Work EnvironmentPhysical Demands

The physical demands described here are representatives of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee is occasionally required to stand, walk, and climb or balance. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

The work environment characteristics described here are representatives of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee occasionally works near moving mechanical parts and is occasionally exposed to risk of electrical shock. The noise level in the work environment is usually quiet.

AccommodationsReasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

Contact: Laura McKinnon

*: [email protected]

Tarrant County College is an equal opportunity institution that provides educational and employment opportunities on the basis of merit and without discrimination because of race, color, religion, sex, age, national origin, veteran status or disability.