Records Manager (M-1380)

Job Description

Job Description

Posting Date: 5/29/2025

JOB SUMMARY/PURPOSE OF POSITION

The Records Manager is responsible for ensuring services related to records management, configuration, and document control are effectively implemented to support the project mission by planning, managing, and evaluating department activities and staff. This role interprets orders and requirements and effectively applies them to project and business processes and procedures and provides strategic leadership to the team, fostering a culture of collaboration, innovation, and continuous improvement.

REQUIREMENTS/SPECIFICATIONS

Education/Experience:

• BA/BS in Business Administration or related field or an equivalent combination of education and related experience.
• Minimum of ten (10) years of related experience

Other Requirements:

• Knowledge of DOE directives, Code of Federal Regulations, NARA Federal Records requirements, NQA-1 requirements, records methods, and standards
• Excellent verbal and written communication skills
• Excellent organizational skills
• Strong computer skills and proficient in Microsoft Office
• Excellent analytical skills

Preferred Qualifications:

• Knowledge of Electronic Records Management Systems (ERMS)
• Experience implementing and managing records management technologies and systems
• Experience in developing and delivering training programs to educate employees on records management best practices and the use of relevant technologies.

All qualified candidates are encouraged to apply.

MAJOR RESPONSIBILITIES/SCOPE OF WORK

• Maintain a safe and healthy work environment by following established safe work practices and procedures; including following all safety rules, use of proper personal protective equipment (PPE), investigating and reporting identified safety concerns or situations.
• Implement and adhere to standards contained in the Company “Code of Conduct,” Company EEO practices, and DOE directives.
• Direct the overall aspects of the CHBWV active and inactive records management program, configuration management and document control programs, incoming and outgoing project correspondence tracking and distribution, and forms management.
• Manage and maintain records management systems.
• Establish records management systems criteria by examining and evaluating existing and new methods for using, protecting, retaining, and disposing of organization wide records for all types of media.
• Ensure adherence to legal requirements which affect the information of the organization.
• Coordinate file organization, scanning, data entry, off site storage, and records retention and disposition schedules for all project records by developing and implementing procedures and methods to describe and provide more efficient records management techniques.
• Manage storage, tracking, and retrieval of records from on-site and off-site storage facilities, the computer assisted retrieval system, and the electronic records management system.
• Ensure only authorized personnel have access to records with sensitive information.
• Interpret and assure records retention and disposition procedures are performed as required according to schedules and in-depth analysis of site records to determine applicable assignment of schedules to ensure record disposition is maintained in accordance with regulations.
• Interpret and analyze special requests for document discovery in such things as: litigation, Energy Employee Occupational Injury Compensation Program Act claims, regulators, and any DOE or staff management requests.
• Translate document requests into a level of understanding for personnel to perform work.
• Coordinate with procurement department representatives to establish subcontracts for temporary staffing, systems software agreements and other subcontract activities.
• Enforce procedures and keep information confidential to protect records management operations.

ESSENTIAL FUNCTIONS:

• Identify and resolve a wide variety of complex issues and effectively manage projects and special assignments to deliver results on time and within budget.
• Establish priorities, work schedules, control costs, and meet deadlines.
• Interpret and follow a wide variety of guidelines, policies, standards, laws, and established practices to accomplish complex tasks.
• Direct the work of others, develop, and implement special projects and resources, write procedures and guidelines, and mentor others.
• Plan, develop, and carry out strategic short-term programs essential to the mission.
• Provide records compliance, DOE compliance, technical direction and guidance to department, company, and other personnel on contract and corporate issues relating to records management compliance issues or concerns.
• Justify, defend, negotiate, or settle matters involving significant or controversial issues in accordance with practices or procedures.
• Effectively communicate complex ideas and issues to a diverse audience of subordinates, peers, superiors, and various external customers, using skills of persuasion through verbal and written means to build consensus which leads to agreement.

SUPERVISORY RESPONSIBILITIES:

• Maintains department staff by recruiting, selecting, orienting, and training employees, maintaining a safe, secure, and legal work environment, and developing personal growth opportunities.
• Accomplishes staff results by communicating job expectations, planning, monitoring, appraising job results, coaching, counseling, disciplining employees, developing, coordinating, and enforcing systems, policies, procedures, and productivity standards.
• Establishes department strategic goals by gathering pertinent business, financial, service, and operations information, identifying and evaluating trends and options, choosing a course of action, defining objectives, and evaluating outcomes.
• Treats all employees fairly in all aspects of the employment process by complying with the spirit and intent of federal, state, and local legislation, regulation, and executive orders providing for equal opportunity.

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An Equal Opportunity Employer, including disability/vets.

U.S. Citizenship is required for employment.

This Organization Participates in E-Verify

CHBWV is a drug free workplace. Candidates accepting a job offer will be required to pass a pre-placement physical, drug screen, and background investigation. All employees are subject to being randomly selected for drug testing without advance notification.