Records Management Supervisor

Inland Empire Utilities Agency
$133,985.28 - $163,248.28 Annually
medical insurance, dental insurance, life insurance, vision insurance, flexible benefit account, vacation time, paid holidays, sick time, retirement plan, pension
United States, California, Chino
6075 Kimball Avenue (Show on map)
Apr 16, 2025
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 185 FLSA: 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".