Records Management and Appraisal Unit Manager, California State Archives, Sacramento, CA

Posted November 1, 2019

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 and Appraisal Unit 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 and Appraisal Unit 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 staff of three Associate Governmental Program Analysts, one Records Management Analyst II, two Staff Services Analysts, two Archivist IIs, and student assistants.

 

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

• Streamlining and automating statewide records management forms, training, and reporting

• Establishing and maintaining contacts with state and local agencies, the Legislature, Governor’s Office, and other external organization

• Supervising, directing, mentoring, coaching, and evaluating the performance of staff

• Overseeing daily operations of the Records Management and Appraisal Unit, which is comprised of the California Records and Information Management (CalRIM) Unit and State Records Appraisal Program (SRAP). This includes setting unit objectives and deliverables, troubleshooting complex issues, and responding to elevated customer inquiries

• Ensuring staff accurately review and approve Records Retention Schedules, records management guidelines, program documentation, forms and related items are completed in a timely manner

• Managing 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

• Updating program guidelines and publications, including the State Administrative Manual (SAM) Chapter 1600

• Preparing unit reports and statistics

• Making presentations to external constituencies

• Attending professional conferences

 

Desirable Qualifications:

• 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

• Ability to work independently and manage multiple priorities

• 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

• Demonstrated skills in change management and conflict resolution

• Flexible and adaptable to change

 

Supplemental Questionnaire:  See Special Requirements below. 

 

You will find additional information about the job in the Duty Statement.

 

Minimum Requirements

You will find the Minimum Requirements in the Class Specification.

• STAFF SERVICES MANAGER I

 

Additional Documents

• Job Application Package Checklist

• Duty Statement

 

Position Details

Job Code #: JC-178712

Position #(s): 

785-300-4800-002

Working Title: Staff Services Manager I

Classification: STAFF SERVICES MANAGER I

$6,124.00 – $7,608.00

 

# of Positions: 1

Work Location: Sacramento County

Job Type: Permanent, Full Time

 

Department Information

Created by California’s first law, the California State Archives has collected, preserved, and provided access to the State’s permanent governmental records collections and other materials since 1850. The State Archives’ collections include more than 300 million documents and appeal to a wide variety of researchers whose interests range from legislative intent and public policy to genealogy and railroad history in California. The position works in a secured environment and is in downtown Sacramento, near Light Rail, K Street Mall, and other amenities.

 

 

Special Requirements

Supplemental Questionnaire:

The response to the Supplemental Questionnaire listed below must be typed in Times New Roman, Calibri, or Arial font, 12-point, and single spaced. Responses shall be no more than two pages in length and must have margins set at one inch (1″) on each side. 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 role working in a records management program within an organization, including updating or applying records retention schedules, coordinating records management training or education, implementing digitization or indexing projects, disposition or destruction of records, and/or the preservation of documents with long-term value. Include your strategies for ensuring the records management program was successful.

4. Share your knowledge and experience supervising, coaching, mentoring, and directing other employees or teams.

 

Application Instructions

Completed applications and all required documents must be received or postmarked by the Final Filing Date in order to be considered. Dates printed on Mobile Bar Codes, such as the Quick Response (QR) Codes available at the USPS, are not considered Postmark dates for the purpose of determining timely filing of an application.

Final Filing Date: 11/8/2019

 

Who May Apply

Individuals who are currently in the classification, eligible for lateral transfer, eligible for reinstatement, have list eligibility, are in the process of obtaining list eligibility, or have SROA and/or Surplus eligibility (please attach your letter, if available). SROA and Surplus candidates are given priority; therefore, individuals with other eligibility may be considered in the event no SROA or Surplus candidates apply.

 

Applications will be screened and only the most qualified applicants will be selected to move forward in the selection process. Applicants must meet the Minimum Qualifications stated in the Classification Specification(s).

 

How To Apply

Complete Application Packages (including your Examination/Employment Application (STD 678) and applicable or required documents) must be submitted to apply for this Job Posting. Application Packages may be submitted electronically through your CalCareer Account through the following link. When submitting your application in hard copy, a completed copy of the Application Package listing must be included. If you choose to not apply electronically, a hard copy application package may be submitted through an alternative method listed below:

Address for Mailing Application Packages

You may submit your application and any applicable or required documents to:

 

Secretary of State

Attn: Gillian Underwood

1500 11th St – 4th Floor – Suite 475

Sacramento, CA 95814

Address for Drop-Off Application Packages

You may drop off your application and any applicable or required documents at:

 

Gillian Underwood

1500 11th St – 4th Floor – Suite 475

Sacramento, CA 95814

08:00 AM – 05:00 PM

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 www.CalCareers.ca.gov. 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 – Answers to the Supplemental Questionnaire are required, per the Special Requirements section instructions. 

Applicants requiring reasonable accommodations for the hiring interview process must request the necessary accommodations if scheduled for a hiring interview. The request should be made at the time of contact to schedule the interview. Questions regarding reasonable accommodations may be directed to the EEO contact listed on this job posting.

 

Contact Information

The Human Resources Contact is available to answer questions regarding the position or application process.

Human Resources Contact:

Gillian Underwood

(916) 695-1496

[email protected]

Please direct requests for Reasonable Accommodations to the interview scheduler at the time the interview is being scheduled. You may direct any additional questions regarding Reasonable Accommodations or Equal Employment Opportunity for this position(s) to the Department’s EEO Office.

EEO Contact:

Mike Green

(916) 653-6974

[email protected]

California Relay Service: 1-800-735-2929 (TTY), 1-800-735-2922 (Voice) TTY is a Telecommunications Device for the Deaf, and is reachable only from phones equipped with a TTY Device.