The Metropolitan Water District of Southern California

Job Details


Job Summary

The Metropolitan Water District has an opening for a Records Management and Images Services Team Manager. This position is located at our Headquarters in Los Angeles, CA. adjacent to Union Station.


JOB SUMMARY

Responsible for managing and supervising the District’s records and data management program including planning, development, maintenance and updating of the record management program; reference and historical records retention and disposition for hard copy and electronic media; overseeing and approving destruction of records; coordinating and providing internal records management training; implementing the records management strategy designed to meet the District's policies, business goals, compliance obligations and program objectives; participates in the creation, design, and implementation of electronic and or physical records classification and retrieval systems.

Collaborates with the Information Governance/Enterprise Content Management (IG/ECM) Specialist to update and maintain the District's retention schedule(s) and procedures and implements new processes enterprise wide including centralized repositories of documents for collaborative search and retrieval through electronic recordkeeping; and overseeing the reprographics operations including production copiers, bindery, finishing, and production level capture software and document scanning hardware. 
JOB DUTIES

1. Manages staff including selection, assignment and monitoring of work, coaching, counseling and performance assessment; assesses employees’ competencies and develops training plans for the areas of records management and production reprographics.

2. Manages the identification, classification and indexing of anything that documents a business transaction of the District; works with the Legal Department and management to determine the applicable method of retention for each type of record; oversees the conversion of written records eligible for alternative storage media; monitors the retention of records designated as Vital or Historical; and oversees the inactive record storage process for both paper and electronic media involving storage, retrieval and destruction of documents; and administers offsite storage contracts.

3. Oversees the customer’s needs assessment, job pre-planning and consultation, price estimation, and workflow recommendations including printing, scanning and records retention opportunities; plans the operation of high volume analog and digital xerographic networked publishing copiers, print servers, bindery and finishing equipment and other equipment used in the production of multiple products including board letters, engineering specifications, monthly reports, annual budget, forms, engineering drawings, and statistical and textual materials; secures service maintenance agreements on owned equipment; and ensures routine maintenance is done on all equipment to maintain a higher level of equipment performance.

4. Conducts periodic assessments of operation and makes recommendations to improve cost efficiency and effectiveness; leads reengineering efforts; stays current with changing technologies and external business practices and considers their possible use at Metropolitan; develops team methods and operating procedures; reviews and makes recommendations regarding the development of quality assurance and quality control procedures; and writes and directs the preparation of a variety of reports and makes presentations for management, committees, or other interested or involved parties.

5. Develops the team goals, long and intermediate term strategies, and priorities; develops a business plan that ensures the accomplishment of the team goals and objectives for the different disciplines of records management and reprographics; tracks team goals and objectives; analyzes team activities and prepares reports; develops and monitors team budget; evaluates resource needs and prepares staffing and consulting requests; reviews and approves time, reimbursement requests and purchases.

6. Conducts equipment lease versus buy studies; researches and evaluates current technology, products and equipment; develops specifications for all leased equipment; and ensures appropriate solicitation and contract development; and confers with vendors to resolve shortage, refund and return problems.

7. Performs other related job duties as required. 
 

Job Requirements

EMPLOYMENT STANDARDS
MINIMUM QUALIFICATIONS
 
Education and Experience: Bachelor’s degree from an accredited college or university and eight years of increasingly responsible relevant experience, of which two years must have been in a project management, supervisory or lead capacity; or an advanced degree from an accredited college or university and six years of increasingly responsible relevant experience, of which two years must have been in a project management, supervisory, or lead capacity.

Relevant Experience is defined as 5 years of record management experience plus a combination of experience totaling an additional 3 years. The 3 years of experience may consist of: records management, supporting an enterprise-wide project, analyzing / executing business functions for process improvements. Within the 8 years of experience 2 years must have been in a project management, supervisory, or lead capacity. For an advanced degree relevant experience is defined as 5 years of record management experience plus a combination of experience totaling an additional 1 year. Within the 6 years of experience 2 years must have been in a project management, supervisory, or lead capacity.

Required Knowledge of: California Public Records Act; data, document, and forms management; paper and electronic records processes; electronic document management systems; records retention; offsite storage practices; management/supervisory concepts and techniques; budgetary concepts and procedures; relevant federal, state and local applicable laws, regulations and codes; project management; trends and emerging technologies of records management and reprographics; types and characteristics of printing and scanning equipment; and specialized applications and industry standard equipment.

Required Skills and Abilities to: Manage a diverse work force; plan, organize and review the work of team members; provide excellent customer service; encourage and facilitate cooperation; mentor, develop and motivate staff; exercise judgment and discretion; effectively analyze issues and problems; communicate orally and in writing on administrative and technical topics; establish and maintain collaborative working relationships with all levels within the organization, other agencies, consultants, contractors, vendors, and the public; negotiate contracts; develop effective organization-wide records management programs; use business applications such as electronic document management, word processing and spreadsheets.

CERTIFICATES, LICENSE AND REGISTRATION REQUIREMENTS 

Valid California Class C Driver License or equivalent that allows you to drive in the course of your employment.


DESIRABLE QUALIFICATIONS

• Experience in the operation of reprographic equipment
• Experience with overseeing customer’s needs assessment, job pre-planning and consultation, price estimation, and workflow recommendations for print and scan jobs
• Certified Records Manager (ICRM)
• Electronic Records Management (AIIM)
• Enterprise Content Management Master (AIIM)
• Experience in a law office or other legal setting.
• Experience with state government and private sector records. 
 
PHYSICAL DEMANDS, WORK ENVIRONMENT, AND VISION REQUIREMENTS

The physical demands and work environment characteristics described here are representative of those that must be met or may be encountered by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands: The work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as paper, books, or small parts; driving an automobile, etc. No special physical demands are required to perform the work.

Work Environment: The work environment involves everyday risks or discomforts that require normal safety precautions typical of such places as offices, meeting and training rooms, libraries, and residences or commercial vehicles, e.g., use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals, etc. The work area is adequately lighted, heated, and ventilated.

Vision Requirements: No special vision requirements 
 
 

Closing

Benefits:
• Competitive compensation
• Excellent Medical, Dental, Life, Vision
• Retirement plans including Pension plan and 401k (with matching employer contribution)
• Training and advancement opportunities
• Excellent working environment
• Public transportation reimbursements and van pools
• Tuition reimbursement, paid holidays, and more.

This job announcement has been designed to indicate the general nature and level of work being performed by employees in this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job. To receive a copy of the complete job description, please send an email to jobs@mwdh2o.com.

The Metropolitan Water District of Southern California is committed to providing reasonable accommodations to qualified individuals with disabilities. Qualified individuals with disabilities who need a reasonable accommodation during the application or selection process, please call (213) 217-7738 or email jobs@mwdh2o.com

MWD is a Federal and State EO employer – Veterans/Disabled and other protected categories.

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