ABOLISHED 10/23/2014 PER PAY LETTER 15-07 - Records Manager Series

California State Personnel Board Specification

Series established November 4, 1981

Scope

This series specification describes two levels which are used in the Department of General Services to describe positions responsible for managing the overall development and coordination of the statewide records management program. Responsibilities include a wide variety of records management functions such as: forms development, control, and management; micrographics; records systems; records centers; confidential records destruction and shredding; and paper recycling programs. Incumbents in this series are typically subject-matter specialists who have demonstrated possession of the strong analytical skills, managerial abilities, and personal qualifications to succeed in a broad range of records management settings. Incumbents in this series are responsible for the effective resolution of a broad range of records management problems. They conduct and review analytical studies and surveys; formulate procedures, policies and program alternatives; make recommendations on a broad spectrum of administrative and program-related problems; review and analyze proposed legislation and advise management on its impact or potential impact, and do other related work.

Entry into the series is typically from the Records Management Analyst II level.

Factors Affecting Position Allocation

The extent of supervisory and management responsibility, reporting relationship, complexity of assigned work, and impact of decisions on statewide programs.

Definition of Levels and Levels Standards

Records Manager I

This level is the working supervisor level. Employees at this level supervise a small group of Records Management Analyst performing journeyperson level work and personally perform the most difficult or sensitive work. Positions at this level may supervise a portion of a function when it is so large as to require subordinate supervisors in terms of number of technical staff.

Records Manager II

This is the administrative level. The incumbent is responsible for planning, organizing and directing the statewide Records Management Program.

Minimum Qualifications

Records Manager I

Either I

One year of experience in the California state service performing analytical records management duties of a class with a level of responsibility not less than that of Records Management Analyst II. (Applicants who have completed six months of service performing the duties as specified above will be admitted to the examination, but they must satisfactorily complete one year of this experience before they can be eligible for appointment.)

Or II

Experience: Three years of increasingly responsible forms development, control and management; micrographics; records systems; records centers; confidential records destruction and shredding; paper recycling or related experience beyond the trainee level which shall have included the preparation of reports and the presentation of recommendations to management, at least one year of which must have been in a full journeyperson technical capacity. (Experience in the California state service applied toward this requirement must include one year performing the duties of a class with a level of responsibility not less than that of Records Management Analyst II.) (In appraising experience, more weight will be given to the breadth of pertinent experience and the evidence of the candidate's ability to accept and fulfill increasing responsibilities than to the length of experience.) and

Education: Equivalent to graduation from college. (Additional qualifying experience may be substituted for the required education on a year-for-year basis.)

Records Managers II

Either I

One year of experience in the California state service performing the duties of Records Manager I.

Or II

One year of experience in the California state service performing analytical records management duties of a class with a level of responsibility not less than that of Records Management Analyst II; and

Current employment in a class with a level of responsibility not less than that of Records Manager I.

Or III

Two years of experience in the California state service performing analytical records management duties of a class with a level of responsibility not less than that of Records Management Analyst II.

Or IV

Experience: Four years of increasingly responsible forms development, control and management; micrographics; records systems; records centers; confidential records destruction and shredding; paper recycling or related experience beyond the trainee level which shall have included the preparation of reports and the presentation of recommendations to management, at least one year of which must have been in a supervisory capacity. (Experience in the California state service applied toward this requirement must include one year performing the duties of a class with a level of responsibility not less than that of Records Manager I.) (In appraising experience, more weight will be given to the breadth of pertinent experience and the evidence of the candidate's ability to accept and fulfill increasing responsibilities than to the length of the experience.) and

Education: Equivalent to graduation from college. (Additional qualifying experience may be substituted for the required education on a year-for-year basis.)

Knowledge and Abilities

Both Levels:

Knowledge of: Records management; forms development, control and management; micrographics; confidential records destruction and paper recycling program; principles, practices, and trends of public and business administration, including management and supportive staff services such as budget, management analysis, personnel, planning, program evaluation; principles and practices of employee supervision, development and training; program management; the administration's and departments goals and policies; governmental functions and organization at the State level; the Department's Affirmative Action Program objectives; a manager's role in the Affirmative Action Program and the processes available to meet affirmative action objectives.

Ability to: Reason logically and creatively and utilize a variety of analytical techniques and state-of-the-art knowledge to resolve complex records management problems; develop and evaluate alternatives; analyze data and present ideas and information effectively both orally and in writing; consult with and advise administrators or other interested parties on a wide variety or records management areas; gain and maintain the confidence and cooperation of those contacted during the course of work; review and edit written reports, utilize interdisciplinary teams effectively in the conduct of studies, manage complex records management program; establish and maintain project priorities; and develop and effectively utilize all available resources; effectively contribute to the Department's affirmative action objectives.

Additional Desirable Qualification

All Levels:

Certification under the institute of Certified Records Managers.

Special Personal Requirements

All Levels:

Demonstrated ability to act independently, open-mindedness, flexibility and tact.

Class History