Records Program Administrator

Company Name: Benton PUD
Phone Number: (509) 582-1270
City: Kennewick
State/Provence: Washington
Zip: 99336
Job Title: Records Program Administrator
Number of Openings: 1
Position Type: Miscellaneous Positions
Posting Start Date: August 2, 2018
Salary: $57,579 - $68,547 DOQ
Salary Per: Per Year
Work Time Type: Hours
Duties:

Responsible for ensuring an effective Records Management Program, achieving compliance through collaboration with internal customers to assist them in meeting the essential elements of the Program; ensuring the District meets state and any other relevant public records requirements, and providing assistance and expertise into other functional areas which affect the public records of the District.

ACCOUNTABILITIES & ESSENTIAL FUNCTIONS

  1. Support the District’s mission to serve our customers and foster a positive workplace by personally choosing behavior aligned with our values and ethical code.
  2. Ensure an effective Records Management Program through continual recommendations and development/coordination of the program components, and maintaining the District’s central filing, vault, storage, electronic and related public records storage systems.
  3. Ensure continuity of the District’s records program in all departments by being a resource and providing training to department heads, supervisors and staff members relating to records management; by identifying department-specific uses and issues regarding records and advising on effective solutions that meet both functional needs and regulatory record requirements; providing departmental guidance and assistance in active and inactive record systems, correspondence, retention, destruction, permanent and vital records; and by overseeing the application of active filing index systems and retention schedules.
  4. Ensure active collaboration and regular, timely communication with all departments by leading the District’s Records Program Team in training and gaining input on the development and implementation of policies and procedures; researching issues vital to the management of District records in all formats; and coordinating and reporting on team projects related to access, maintenance, training, use and disposition of records and information.
  5. Provide guidance on essential/vital record locations and recovery priorities for the District’s Disaster Preparedness Plan, Business Continuity Plan, and related programs by identifying requirements, recommending measures to protect essential records, and ensuring the back-up of essential documents.
  6. Ensure appropriate destruction of records in accordance with the District’s records program by arranging for timely destruction, ensuring compliance with legal mandates and District needs, and maintaining related record destruction documentation.
  7. Manage the costs associated with the records program by working with applicable District staff to control costs associated with information creation, storage and retrieval; assisting in developing recommendations on budgetary impacts related to records management; and working with staff to evaluate, research and make recommendations on information/document management solutions.
  8. Assists with public record requests by assisting the Public Records Officer during processing of public records requests as directed and ensuring efficient records availability during the disclosure process.
  9. Provide oversight and management of electronic documents and records residing outside of and in the District’s document management system by collaboration with users to understand business processes and functions in relation to document filing and storage, assisting with electronic workflows, assisting in determining scanning needs relating to records and document management and ensuring state compliance standards are met.
  10. Lead program or project tasks by overseeing the work of assigned temporary employees and/or contractors when assigned to records retention projects.
  11. Complete other duties as assigned to meet team, department and organizational goals.
Experience Required:

MINIMUM EDUCATION & EXPERIENCE:

  • AA/AS in Business, or Information Systems discipline
  • In lieu of AA/AS, a minimum of 2 additional years of directly related experience and records management certification
  • Four (4) to Six (6) years administrative or professional experience in business processes, program administration, compliance, record systems, legal support or other related areas
    • Prefer at least three (3) years of that experience at the department records management level;
    • Prefer recent experience with records in Washington State, public sector.

 

How to Apply:

Submit an online application through Benton PUD’s Job Openings and Application Portal on the Benton PUD Web site (www.bentonpud.org/careers).  Resume and cover letter are optional and may be uploaded into the application.

Equal Opportunity Employer:  Minorities/Women/Veterans/Disabled

Posting End Date: August 20, 2018