RECORDS MANAGMT SUPV

State Records Manager The Idaho State Archives, a division of the Idaho Historical Society, has an open full-time classified position for a State Records Manager. Applications will be accepted through 11:59 PM MST on the posting end date. About Us The Idaho State Historical Society is a trusted guide through the state's history and how it has shaped every aspect of our lives, our land, our communities, our government and our people. Created in 1881 and established as a state agency in 1907, the Idaho State Historical Society (ISHS) is an extraordinary system of cultural and historic resources comprised of the Idaho State Museum, Idaho State Archives, Idaho State Historic Preservation Office, Old Idaho Penitentiary and Historic Sites Program. Be part of an organization that makes History every day! Join a highly motivated team in a fast-paced environment dedicated to making history essential and accessible through dynamic and gratifying services that inspire, enrich, and engage all Idahoans. Summary To supervise the operation of the Idaho State Records Center in accordance with applicable state guidelines and laws; provide training to archives staff; and perform related work. Duties & Essential Job Functions Records Management Assists state agency records staff in best record keeping practices. Supervises the intake and storage of the records as well as agency access procedures of records materials. Coordinates the transfer of records materials determined to have historical value to the State Archives. Reviews, oversees and facilitates record disposable process. Manages daily operations of the State Record Center. Assists state agency records managers in the identification and retention of state records. Maintains records management software and technology, specifically the Versatile Enterprise records management software system. Ensures the security and confidentiality of statewide government records stored at the State Records Center. Informs agency records staff on records management processes including proper collection, indexing, retrieval, and disposal of inventory. Oversees and facilitates the defensible destruction process of obsolete records in compliance with Idaho Code. Program Management Develop policy and procedure recommendations pertaining to the management of state government records. Represents the Government Records Program to government entities including city, county and state government. Monitors budget for the Idaho State Records Center. Under the direction of State Archivist in coordination with Government Records team, develop strategy for implementing proper management and safeguarding of public records in digital form and facilitating citizen and government access to those records. Directs the safe and secure operations for the State Records Center. Conducts statewide records management meetings. Provides technical assistance to state agency records managers in best practices for records management. Interprets, explains, and applies policy and procedures, business practices, laws, rules, and regulations to the management of state records. Plans, develops, and delivers training for records management programs. Provides technical support for online access to State Record Center publications and data. Monitors vendor compliance for hired services of the State Record Center, including the records management software. Oversee the financial processes and monitor the State Records Center budget including revenues and expenditures associated with the State Records Center cost recovery program. Develops and distributes a statewide records manual, per Idaho Code 67-4131. Records Management Oversight Coordinates with Senior Archivist to train staff on proper procedures for storage and retrieval of State Records Center holdings. Prioritizes work assignments. Inform agency records staff on records management best records keeping practices. Maintains long-range strategic plans and goals for the department's records management program. Assesses organizational needs such as staffing, training, and security. Other Responsibilities Provide support to agency public programs and outreach efforts as assigned. Some amount of weekend and/or evening time spent at ISHS programming events and workshops. Abilities Able to manage and prioritize numerous, concurrent projects. Deliver high quantity, error-free work in a complex changing environment. Strong verbal and written communication skills. Must have the ability to accurately track and manage multiple projects simultaneously. Ability to work under pressure and in stressful situations with limited supervision. Self-starter, takes initiative, works well independently and as part of a team Able to interact professionally and appropriately with staff, volunteers, and the public. Exhibit strong interpersonal skills in working with clients and contribute to a work environment that embraces the development of positive, trustful, influential relationships. Working knowledge of Microsoft Office Suite and relevant database software. Effective problem-solving and adaptability skills. Ability to work in a fast-paced environment and respond to change. Obtain a valid driver's license. This position requires routinely lifting boxes weighing 40-60 pounds, climbing step ladders while lifting boxes, the pick-up and delivery of records boxes, moving records boxes with hand trucks and pallet jacks, driving utility vans and cargo vehicles up to 16 feet in length. Performs other duties as assigned. Minimum Qualifications(required)

Good Knowledge of:

Records Management

• Typically met by 1-2 year's work experience of records management support using complex records management software to process records center services and monitor inventory tracking of records holdings. Developing and implementing effective records management policies and procedures
• Typically met by 1-2 year's work experience of developing and implementing effective records management policies and procedures and training others on these policies and procedures. Providing technical expertise and advice to subordinate staff
• Typically met by 1-2 year's work experience where you had to provide technical expertise and advice to subordinate staff.

Experience:

Developing and implementing effective records management policies and procedures

• Typically met by developing and implementing complex records management concepts to accession, arrange, and ingest government records into a state records system. Interpreting, explaining, and applying agency policy and procedures, business practices, federal or state laws and regulations
• Typically met by utilizing considerable independence and exercising discretion in applying records laws, regulations, policies, procedures, and best practices; and developing records management and operational strategies for storing records at records center. Monitoring budget for cost recovery program
• Typically met by monitoring budget for cost recovery program and developing associated fee structure to support program statutory requirements for records management services. Making oral presentations for groups
• Typically met by six months or more where work required presenting to a group such as teaching and formal or informal instruction to a group.

Preferred Qualifications (not required)

Experience:

Using records management software such as Versatile Enterprise system for records management and billing reconciliation

• Typically met by six months or more where work required you to use a record management database such as versatile enterprise or other comparable databases.

Some knowledge of:

Supervising staff

• Typically gained by a class or seminar (more than one day), specifically covering supervisory practices OR leadwork experience that required work direction, monitoring work, and making work assignments (such experience on a fill-in basis is not qualifying unless for a period of approximately three months or more). Management practices
• Typically gained by a class or seminar (more than one day), specifically covering management practices.

Rules and regulations regarding the handling of confidential records and the maintenance of security protocols for these records-Typically met by six months or more where work required to follow rules and regulations regarding the handling of confidential records and the maintenance of security protocols for these records. Benefits The State of Idaho offers a robust total compensation package, including medical, vision, and dental insurance; PERSI retirement benefits; paid sick, vacation, and parental leave; and 11 paid holidays per year. For additional information related to benefits and/or State programs, please visit https://dhr.idaho.gov/StateEmployees/Benefits.html.

• EEO/ADA/Veteran The State of Idaho is committed to providing equal employment opportunities and prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, political affiliation or belief, sex, national origin, genetics, or any other status protected under applicable federal, state, or local laws.

The State of Idaho is committed to access and reasonable accommodations for individuals with disabilities, auxiliary aids and services are available upon request. If you require an accommodation at any step in our recruitment process, you are encouraged to contact (208) 334-2263 (

TTY/TTD:

711), or email ada.coordinator@dhr.idaho.gov. Preference may be given to veterans who qualify under state and federal laws and regulations.