Manager - Records Management

Salary range is $83k to $165k, with a midpoint of $124k.  New hires typically receive between minimum and midpoint, however, we may go slightly higher based on experience, internal equity and market.  

Sound Transit also offers a competitive benefits package with a wide range of offerings, including:

• Health Benefits: We offer two choices of medical plans, a dental plan, and a vision plan all at no cost for employee coverage; comprehensive benefits for employees and eligible dependents, including a spouse or domestic partner.
• Long-Term Disability and Life Insurance.
• Employee Assistance Program.
• Retirement Plans: 401a – 10% of employee contribution with a 12% match by Sound Transit; 457b – up to IRS maximum (employee only contribution).
• Paid Time Off: Employees accrue 25 days of paid time off annually with increases at four, eight and twelve years of service. Employees at the director level and up accrue additional days. We also observe 12 paid holidays and provide up to 2 paid floating holidays and up to 2 paid volunteer days per year.
• Parental Leave: 12 weeks of parental leave for new parents.
• Pet Insurance discount.
• ORCA Card: All full-time employees will receive an ORCA card at no cost.
• Tuition Reimbursement: Sound Transit will pay up to $5,000 annually for approved tuition expenses.
• Inclusive Reproductive Health Support Services.
• Compensation Practices: We offer competitive salaries based on market rates and internal equity. In addition to compensation and benefits, you’ll find that we provide work-life balance, opportunities for professional development and recognition from your colleagues.

GENERAL PURPOSE: 

Under general direction, plans and manages the Agency’s records management function to ensure compliance with the statute of Preservation and Destruction of Public Records (Chapter 40.14 RCW) and applicable federal regulations. Develops and implements the records management program in collaboration with sponsors and key stakeholders. Administers records management systems, tools, and processes. Manages the delivery of records management services, training, and advice to Agency staff supporting their duty to comply with relevant records retention laws, regulations, and internal procedures as well contribute to effective collaboration, knowledge sharing, and business efficiency. 

ESSENTIAL FUNCTIONS:
The following duties are a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Plans, directs, coordinates, and reviews the work of assigned staff; assigns tasks and coordinates schedules, projects, and programs; provides constructive feedback; reviews and evaluates work and makes effective suggestions and recommendations.
• Coaches, trains, and motivates staff; coordinates and/or provides staff training; and manages employee relations; manages the workflow and prioritization of projects and measures the performance of the division and all related staff and takes appropriate corrective action when necessary; provides advice and counsel to staff; assists with developmental work plans for staff; and assists with or recommends corrective actions, discipline, and termination procedures as appropriate/necessary. 
• Oversees the Records Management program and ensures the implementation of retention and disposal schedules, the appropriate management of electronic and/or paper-based records, and compliance with relevant legislation and regulations.
• Leads the records management team in developing and implementing an Agency-wide records management program; works with records management team and Agency staff to develop policies, procedures, classification schemes, training materials, and technology tools; works with executive sponsor and stakeholders to ensure that program implementation activities are aligning with Agency policies and priorities.
• Partners with Information Technology to implement records management capabilities in systems containing electronic records. Provides continuous guidance to records team and Agency staff on agency systems, process and tools related to the storing, arranging, indexing, classifying, retention, and disposition of records; works with the legal team to streamline the public disclosure request process.
• Partners with Data Governance and Knowledge Management programs on information governance guidance and consultation, outreach, and standards development.
• Stays abreast of changes in Washington State or federal records management regulations and incorporates changes into the Agency program as needed; and stays abreast of advancements in records management technologies and develops technology related recommendations as needed.
• Coordinates periodic program compliance reviews and reports results to department heads and program governance; and devises strategies to maximize compliance.
• Drives and implements records management-related training, communications programs, plans, and materials. Engages with departments and builds a liaison model to support effective enterprise records management at all levels of the agency.
• Serves as Agency liaison to Washington State Archivists and Local Records Committee.
• Manages physical record storage and archiving systems and services.
• Provides support to the Department/Division on matters as directed; understands and keeps abreast of industry trends, ensures processes, policies, and practices are interpreted and applied consistently and effectively; ensures accountability and compliance with all current and applicable state and federal laws, Agency policies and procedures, rules and regulations. 
• Champions and models Sound Transit's core values and demonstrates values-based behaviors in everyday interactions across the agency.
• Contributes to a culture of diversity, equity and inclusion in alignment with Sound Transit’s Equity & Inclusion Policy.
• It is the responsibility of all employees to follow the Agency safety rules, regulations, and procedures pertaining to their assigned duties and responsibilities, which could include systems, operations, and/or other employees.
• It is the responsibility of all employees to integrate sustainability into everyday business practices.
• Other duties as assigned.

MINIMUM QUALIFICATIONS:

Education and Experience: Bachelor’s degree in Business Administration, Information Technology, Archives, Libraries or closely related field. Five years of experience in archival or records management in a large organization; OR an equivalent combination of education and experience. Three years of leadership, budgetary, planning and workforce management experience; preferably for a large public agency.

Preferred Licenses or Certifications:

• Certified Records Manager (CRM).

Required Knowledge and Skills:

• Operational characteristics, practices, and procedures of records management system.
• Contemporary records management principles and practices, automated storage and retrieval systems, electronic records repository systems, database design/management, and electronic records management and digital preservation.
• Laws and ordinances related to the maintenance of public records.
• Pertinent state and federal regulations; Agency policies, procedures, rules, and regulations.
• Principles and practices of program development and administration. 
• Program/project management techniques and principles.
• Modern office procedures, methods, and equipment including computers.
• Computer applications such as word processing, spreadsheets, and statistical databases.
• Supervisory principles, methods, and techniques.
• Establishing and maintaining effective working relationships with other division staff, management, vendors, outside agencies, community groups, and the general public. 
• Interpreting and administering policies and procedures sufficient to administer, discuss, resolve, and explain them to staff and other constituencies. 
• Collecting and utilizing information necessary to create and update a complex filing system.
• Planning and organizing records management functions.
• Applying project management techniques and principles. 
• Managing multiple tasks, setting objectives/goals, and re-prioritizing as needed.
• Preparing and analyzing data and comprehensive reports.
• Maintaining confidentiality and communicating with tact and diplomacy.
• Effective oral and written communication.
• Researching, analyzing, and evaluating new service delivery methods and techniques.
• Developing and monitoring departmental and program/project operating budgets, costs, and schedules.
• Supervising, leading, and delegating tasks and authority.

Physical Demands / Work Environment:  

• Work is performed in a hybrid office environment.
• This position requires moving boxes; may be subject to lifting and carrying objects up to 25 pounds.
• The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required. 

Sound Transit is an equal employment opportunity employer. No person is unlawfully excluded from employment action based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status or other protected class.