Job Description

Job Description and Duties

Are you passionate about preserving California’s history? Do you have experience working with public records or in records management? Do you enjoy working as a part of a creative, innovative, and high-performing team? If so, our Records Management Manager position is for you!

The Secretary of State’s Archives Division (State Archives) is seeking an organized, forward-thinking, and self-motivated leader to join our Management Team. As the Records Management Manager (Staff Services Manager I), you will have the opportunity to oversee statewide records management operations and the implementation of the State Records Management Act. You will report directly to the Assistant Division Chief (Deputy State Archivist) and manage the day-to-day operations of the Records Management and Appraisal Unit (RMA Unit). This position oversees a hybrid team.

As the Staff Services Manager I, you will also be responsible for:

• Streamlining and automating statewide records management forms, training, and reporting
• Reviewing records retention schedules and compliance
• Establishing and maintaining contacts with state and local agencies, the Legislature, Governor’s Office, and other external organizations
• Supervising directing, mentoring, coaching, development and evaluating the performance of staff
• Oversight over daily operations of the Records Management and Appraisal Unit, which is comprised of the California Records and Information Management (CalRIM) Unit and working in collaboration with State Records Appraisal Program (SRAP). This includes setting unit objectives and deliverables, troubleshooting complex issues, and responding to elevated customer inquiries.  
• Overseeing the Local Government Records Program, providing consultation services for local government agencies regarding records management questions, concerns, policies, and procedures (i.e., records and files arrangements, classifications, and storage - both paper and electronic).
• Ensuring staff accurately review and approve Records Retention Schedules, records management guidelines, program documentation, forms and related items are completed in a timely manner.
• Coordinating the appraisal and historical evaluation of state records to determine if they should be transferred to the State Archives for preservation
• Coordinating the timely transfer of historic records to the State Archives. Overseeing statewide records management training
• U pdating program guidelines and publications, including the State Administrative Manual (SAM) Chapter 1600
• Preparing unit reports and statistics
• Bill tracking and providing recommendations
• Making presentations to external constituencies
• Providing training to internal stakeholders and executive staff on reporting standards and compliance
• Attending professional conferences

You will find additional information about the job in the .

Working Conditions

This position provides hybrid telework opportunities based upon the agency’s telework policy and business needs.

Special Requirements

Supplemental Questionnaire :

Please respond to the Supplemental Questions listed below. The Supplemental Questionnaire should be no more than two (2) pages typed, using business professional font, font size and formatting. Responses do not need to include the question, but must be numbered in the same order. Applications submitted without the Supplemental Information will not be considered.

Applicants must answer the following questions:  

1. Describe your areas of expertise, distinguishing qualifications, and experience in a leadership role that show how you meet the desirable qualifications of this position.
2. Describe a situation in which you took a lead role to streamline or automate a process or procedure in your organization.
3. Describe your experience and role working in a records management program within an organization, including updating or applying records retention schedules. Include your strategies for ensuring the records management program and backlogs were successfully addressed.
4. Share your process for delegating tasks to a team, tracking your progress and expectation setting.

Desirable Qualifications

In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:

The most desirable candidate will posses the following knowledge, skills and abilities:

• Creative, innovative, and a motivated self-starter  
• Innovative leader with a demonstrated ability to lead a team, build strong working relationships, and foster a positive work environment
• Minimum of 3-5 years’ experience working with institutional records (paper and or electronic)
• Ability to work independently and manage multiple priorities
• Collaborative multiple program intuitive experience
• MLIS from an ALA-accredited program with an emphasis in records management or Masters in archival management with a CRM Certified Records Manager certificate desired.
• Extensive supervisory experience
• Experience reviewing state and federal law to determine division policies and/or procedures
• Excellent oral and written communication skills
• Knowledge of the California State Archives, state government history, the state budgetary process, the state legislative process, state personnel practices, and/or trends in public administration
• Ability to excel in a challenging, complex, and often time-sensitive environment
• Ability to interact effectively with the public
• Demonstrated skills working with high performing teams in change management and conflict resolution
• Flexible and adaptable to change

Benefits

Benefit information can be found on the CalHR website and the CalPERS website.

About the California State Archives

The California State Archives (Archives Division) collects, protects, and provides access to historical records of all three branches of California state government, as well as some local government and private donation records, documenting California’s rich and diverse history. Created by California’s first law, the State Archives is a critical part of California’s state government, preserving the history of the state and its people for over 171 years. The State Archives’ collections include more than 350 million one-of-a-kind records that are in a variety of formats, including documents, bound volumes, maps and architectural drawings, electronic records, photographs, audio-visual materials, and artifacts. The State Archives also administers the State Records Management Act, providing records management training and guidance to state agencies. The position works in a secured environment and is in downtown Sacramento, near Light Rail,

State Capitol,  Golden 1 Center,  Downtown Commons (DOCO), and other amenities.

Required Application Package Documents

The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:

• Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
• Resume is optional. It may be included, but is not required.
• Supplemental Application - Please submit your responses to the supplemental questions as indicated in the Special Requirements section above. 

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