Manager, Records Management

General

The Manager of Records Management, Rail reports to the Director of Program Manager, and is responsible for leading, planning and overseeing Rail Design & Construction’s Records Management Program.

Essential Functions

Essential Functions & Duties

• Manage all phases of the Records Management (RM) process in compliance with applicable local, state, and federal laws, rules, regulations, and policies governing Rail Developments RM.
• Develop and maintain RM a content management system, including design, develop and implementation of industry-standard applications and processes.
• Leads to the transformation of Rail RM processes to an electronic repository system.
• Develop annual budget in support of upcoming RM plans, projects, and contracts. Review and report on operating budget to Rail leadership.
• Advise project managers on adequacy of documentation and creation and management of agency records, keeping senior management informed on current and projected operational requirements, issues, legislative, and regulatory matters.
• Serve as the Caltrain Design & Construction subject matter expert on RM issues.
• Facilitate communications among departments in matters relating to records/information assets and the management of risks to those assets.
• Overall responsibility includes but is not limited to document management of Rail Development projects, development, document control functions, operational requirements, and legislative updates.
• Supervise staff. Hire, mentor, and take appropriate corrective and/or disciplinary action. Ensure EEO policies and procedures are followed. Participate in selection of staff. Coordinate staff training and professional development. Establish performance objectives. Monitor and evaluate employee performance.
  
  

Example of Duties:

• Plans, organizes, directs, reviews, coordinates, and establishes controls for all Rail development records activities.
• Coordinates with Agency-wide RM efforts to ensure records creation, maintenance, use, and disposition are in accordance with this guidance and the Federal Records Act. Promotes effective RM throughout Rail Design & Construction.
• Provide guidance and administration on a wide variety of record management functions, provide timely updates and training on RM principles and requirements.
• Develops metrics and KPIs to measure success of the RM Function.
• Formulates and oversees the implementation of policy and guidance for record-keeping in accordance with Construction strategic plan, government mandates for all electronic and non-electronic records, and appropriate information management standards.
• Works closely and proactively with legal counsel within Rail Design & Construction to ensure that records/information assets are managed to ensure government accountability, protect the interests of the public, and mitigate records-related litigation risks.
• Participates in capital planning process for all major information systems to ensure that RM functionality is included in system design. Advises program managers and IT managers on metadata requirements necessary to achieve this functionality.
• Works with the CIO to build RM functionality into the enterprise architecture and to assist with the deployment and implementation of any RM systems within Design & Construction.
• Manage RM staff, including professional development through the identification of on-the-job and other professional development opportunities.
• Direct RM personnel responsible for the implementation and administration of the RM program.
• Interface with government, public and transit agencies when required.
• Evaluate job performance of staff including professional development through the identification of on-the-job training and other professional development opportunities.
• Perform all job duties and responsibilities in a safe manner to protect one’s self, fellow employees, and the public from injury or harm. Promote safety awareness and follow safety procedures in an effort to reduce or eliminate accidents.
• Perform other duties as assigned.
  
  

Minimum Qualifications

Minimum Qualifications:

• A bachelor’s degree in library science, Information Governance, or related field.
• Five (5) years of full-time increasingly responsible work experience in Records Management, Information Governance and/or Document Control.
• Two (2) years of experience supervising staff and/or consultants.
  
  

Preferred Qualifications:

• Certified Records Manager (CRM)
• Experience with Enterprise Content Management (ECM) applications
• Strong project management and organizational skills.
• Experience within transportation or public sector records management
• Knowledge of database systems, ad-hoc reporting tools and Business Intelligence applications.
• Experience with Business Systems analytics.
• Experience with data discovery and mapping from source to user facing reports.
• Experience supporting and working with cross-functional teams.
  
  

Additional Information

• To apply, please visit the https://www.caltrain.com/about-caltrain/jobs. Complete an online employment application and supplemental questionnaire by 11:59 pm on Sunday May 5, 2024. A resume will not be accepted in lieu of the application and supplemental questionnaire (If required). Incomplete application will not be considered.
• The Human Resources Department will make reasonable efforts in the recruitment/examination process to accommodate applicants with disabilities upon request. If you have a need for accommodation, please contact the Human Resources Department on (650) 508-6308.
• SamTrans celebrates diversity and is committed to creating an inclusive, and welcoming workplace environment. We are an Affirmative Action/Equal Opportunity Employer. Minorities, Women, Persons with Disabilities and Veterans are encouraged to apply.
  
  

The selection process may include a panel interview, written and skills test assessments, or supplemental questions. Only those candidates who are the most qualified will continue in the selection process. Meeting the minimum qualifications does not guarantee an invitation to continue in the process.

How To Apply

• Complete an online employment application by 11:59 p.m. of the listed closing date. A resume will not be accepted in lieu of the application. Incomplete applications will not be considered.
• The Human Resources Department will make reasonable efforts in the recruitment/examination process to accommodate applicants with disabilities upon request. If you have a need for an accommodation, please contact the Human Resources Department.
• We celebrate diversity and are committed to creating an inclusive and welcoming workplace environment. We are an Affirmative Action/Equal Opportunity Employer. Minorities, Women, Persons with Disabilities and Veterans are encouraged to apply.
  
  

Benefits

Below is a summary of the comprehensive benefits provided to District full-time employees:

Health And Welfare Benefits

• Healthcare Benefits –District employees are offered a choice of healthcare providers under the CalPERS Health Benefits Program. The District will contribute ninety (90) percent towards monthly premiums for full-time employees. Fifty (50) percent for part-time employees.
• Free Dental and Vision Benefits provided – Employer Covers Premiums
• Free Employee Assistance Benefit – Employees are entitled to 5 face-to-face sessions or telephonic or web-video consultations for problem-solving support per incident, per calendar year.
• Flexible Spending Accounts – Pre-tax dollars to pay for qualified Health or Dependent Care expenses.
  
  

Retirement Medical Benefits

• Long Term Disability Insurance – After 90 days of total disability, Administrative full-time employees are eligible for 60% of monthly income covered by the District.
• Health and Wellness – Gyms located at most work locations and discounted Weight Watcher Membership Option.
  
  

Holidays And Paid Time Off

• Paid Time Off – Newly hired employees accrue 6.5 hours bi-weekly when hired (if Exempt 8.5 hours). As you move up in years of service credit, the rate of the amount of PTO accrued will also increase.
• Paid Holidays – The District provides seven paid holidays throughout the year – New Years Day, Martin Luther King Jr. Day, Memorial Day, Independence Day (July 4th), Labor Day, Thanksgiving Day and Christmas Day
• Floating Holidays – District employees can earn up to five (5) floating holidays.
  
  

Financial Planning Benefits

• Pension Benefits through CalPERS –You must have a minimum of 5 years of service to be eligible for this pension.
• CalPERS PEPRA vs. Classic – All employees hired on, or after January 1, 2013, are considered PEPRA members and will contribute 8% of their salary up to the maximum IRS cut-off. All Classic members will contribute 6%
• Deferred Compensation Options – Select to contribute to one or both of our Tax Deferred Compensation Options
• Reliance Standard Life Insurance with 100% premium paid by the District - 1 times annual salary of employee – max $200,000
• Optional Life Insurance – Employees may purchase additional life insurance for themselves and their eligible family members.
  
  

Growth And Education Benefits

• Professional Development – Access to LinkedIn Learning and San Mateo County’s professional training. District Tuition Reimbursement Program – A maximum of $5,250 per year for courses related to your job or career goals with the District.
• Computer Loan Program – Interest-free two-year loan with a maximum amount of $4,000.
  
  

Other Amazing Benefits

• Credit Union – Employees and family members are eligible to join the San Mateo Credit Union and Patelco Credit Union.
• Employee Clean Commute (ECC) – Car/Van poolers and Public Transit riders receive a monthly reimbursement.
• Commuter Benefits – Free Employee Parking; Free Bus Pass for employee as well as children/spouse; Clipper Card/Go Pass Program for Central employees.
  
  

For union employees, all of the above benefits are subject to the employee’s Collective Bargaining Agreement. Benefits listed are also subject to change with or without notice and are subject to contract/provider terms and conditions.