Managing Program Coordinator I (Records Management)

LOCATION

Management Services - 900 Watervliet-Shaker Road

BASIC FUNCTION

The work involves responsibility for managing a BOCES Records Management Program, which provides advice, training, and technical assistance to component school districts, municipalities, and Capital Region BOCES on matters related to compliance with state and local regulations affecting record retention and archival procedures. This is a technical and administrative position responsible for overseeing the development and maintenance of service-wide databases and file repositories to ensure data integrity and accessibility. The incumbent must stay current with state and local regulations pertaining to school districts and municipalities and must assess service needs to help bring client agencies into full legal compliance. The work is performed under the general supervision of a higher-level administrator. The incumbent exercises direct supervision over Program Coordinators I and II (Records Management). Does related work as required.

RESPONSIBILITIES

Directly supervises records management staff, overseeing daily duties, managing schedules, and providing on-site field support as needed. Oversees the development and maintenance of service-wide databases and file repositories to ensure data integrity and accessibility. Serves as the primary point of contact for School Business Officials and municipal leaders to assess service needs, provide quotes, and manage the launch of new services. Maintains an up-to-date understanding of state and local regulations and the instructional needs of client school districts and municipalities. Collaborates internally to develop quotes for grant opportunities. Manages internal collaboration of the digital conversion of district personnel files. Develops and maintains strong working relationships with state agency staff involved with the Records Management program. Attends state and local government conferences and seminars related to the Records Management program; Develops and administers the budget for Records Management. Facilitates training for Program Coordinators and other stakeholders on NYS and NYSED archival regulations, ensuring all records management procedures remain in full legal compliance. Performs other duties, as required. Thorough knowledge of state and local rules and regulations concerning maintenance of all school district records. Thorough knowledge of typical online file repositories and how to index and prepare files for scanning. Thorough knowledge of school district activities and procedures. Thorough knowledge of records management programs, procedures and operations. Ability to prepare detailed records and statements and to train others to create those records and statements. Ability to prepare and present complex oral and written reports to be shared both internally and externally. Ability to analyze tasks and set priorities. Ability to supervise and train technical and staff personnel. Ability to develop and maintain a budget. Ability to prepare and conduct training sessions and meetings. Ability to communicate effectively both orally and in writing. Ability to establish and maintain effective working relationships with others.

SALARY:

BOCES employee salary commensurate with experience and in accordance with contract language.

CLOSING DATE

POSTING

WILL REMAIN OPEN UNTIL THE POSITION IS FILLED

Qualifications:

Graduation from an accredited college or university with a Master s Degree in Library Science (MLS or MLIS) field and two (2) years of experience in the maintenance, filing and archiving of records, one (1) year of which was in a team leader/project leader capacity; OR, Graduation from an accredited college or university with a Bachelor s Degree in Public Administration, Education, Library Sciences or a closely related field and four (4) years of experience in the maintenance, filing and archiving of records, one (1) year of which was in a team leader/project leader capacity. The selected applicant will be subject to a fingerprint supported criminal history background check in accordance with SAVE Legislation effective July 1, 2001. Vacancies are filled by a certified list provided by Albany County Civil Service. Should no certified list be available, candidates appointed to this position will be serving in a provisional appointment in accordance with New York State Civil Service Law. The candidate must successfully complete a competitive examination and be eligible for appointment in accordance with Civil Service Law and the Civil Service Rules for Albany County to obtain a permanent appointment.