CHIEF BUREAU OF RECORDS MANAGEMENT

Official job specification

The text below is the official specification published by the New Jersey Civil Service Commission. The plain-language summary and analysis above are derived from it by NJ Civil Service Navigator. Source: the official specification page at NJ CSC.

Definition

Under the general direction of a supervisory official in a state department or agency, is responsible for developing, administering and supervising records analysis and records storage services to government agencies and provides consultative services and technical assistance as requested; does related work as required.

Examples of work

Supervises and evaluates the bureau employees who provide records storage, retrieval, delivery, disposition and records analysis services to State agencies. Develops, recommends and implements policies, procedures and systems to ensure the effective and efficient operation of all bureau functions. Supervises employees engaged in records management and analysis to ensure safe, efficient and economical use of personnel, space and equipment. Develops, recommends and implements electronic data processing systems necessary to ensure the accurate, secure, effective and efficient transfer, retrieval and disposition of stored records. Conducts extensive studies of the semi-current records storage systems designs, redesigns, and recommends implementation of storage and retrieval systems which will result in greater efficiency and cost effectiveness. Supervises the review of proposed records retention schedules and advises/consults with records analysts in the development of records retention schedules with regard to storage requirements. Evaluates records storage policies, procedures, programs and systems to assess effectiveness and efficiency; recommends and implements changes. Prepares the annual budget request for the Bureau of Records Management Services detailing needs for the next fiscal year. Provides consultative services on records and forms management matters. Establishes and maintains effective working relations to ensure cooperation and compliance with records storage procedures, policies and programs. Assesses modern records management ideas and approaches; keeps agencies informed of advanced records management and analysis practices and developments. Develops, recommends and implements systems, policies and procedures to ensure the security of stored records according to agency and statutory access restrictions. Prepares clear, accurate, technically sound and detailed reports containing findings, conclusions and recommendations. Supervises the employees responsible for the operation of the computer tape vault and/or locked record storage areas. Supervises the functional programs of the bureau and has responsibility for employee evaluations and for effectively recommending the hiring, firing, promoting, demoting and/or disciplining of employees. Will be required to learn how to utilize various types of electronic and/or manual recording and information systems used by the agency, office or related units.

License

Appointee will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essential duties of the position.

Knowledge, skills and abilities

Thorough knowledge of all processes, principles, techniques and equipment used in the storage of high volume semi-current records and forms, regardless of medium, including paper, microforms, magnetic and electronic media, or any combination of these. Thorough knowledge of the special problems involved in the creation of computerized records, their proper care and preservation, and the establishment of appropriate retention and disposal schedules for the destruction of records not needed on a permanent basis. Thorough knowledge of modern records management and analysis practices, procedures, techniques and terminologies. Ability to comprehend and apply the laws of New Jersey and the federal government pertaining to the maintenance, accessibility and disposition of public records, and of the general structural organization of State government. Ability to plan, implement and evaluate policies, procedures programs and systems associated with the operation of the Bureau of Records Management. Ability to comprehend the fundamental principles and techniques of computerized records control and to apply them to state, county and municipal records control problems. Ability to identify and plan both short-term and long-range goals and objectives and to organize the assigned technical and supervisory resources needed to achieve them. Ability to comprehend the fundamental principles and techniques of records and forms analysis and to apply them to problems in the departments and agencies of state, counties, and municipalities. Ability to analyze the records storage/retrieval needs of public agencies and to design and recommend systems which range from those which are manual to those employing the most modern data processing techniques. Ability to prepare clear, technically sound, accurate and informative statistical, progress and analytical reports containing findings, conclusions and recommendations. Ability to draft detailed and technical correspondence. Ability to design records and forms appropriate to individual situations and to prepare manuals of instruction which will be easily understood by the program users and employees concerned. Ability to learn how to utilize various types of electronic and/or manual recording and information systems used by the agency, office or related units. Ability to read, write, speak, understand, and communicate in English sufficiently to perform the duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication. Persons with mental or physical disabilities are eligible if they can perform the essential functions of the job with or without reasonable accommodation. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.

Note

The examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed. Applicants must meet one of the following or a combination of both experience and education. Thirty (30) semester-hour credits are equal to one (1) year of relevant experience. Nine (9) years of professional experience in a records center, two (2) years of which shall have been in a supervisory capacity involving records management. OR Possession of a bachelor's degree from an accredited college or university; and five (5) years of the above-mentioned professional experience, two (2) years of which shall have been in a supervisory capacity involving records management. OR Possession of a master's degree in public administration, business administration, economics,fFinance, accounting, history, or library science from an accredited college or university; and four (4) years of the above-mentioned professional experience, two (2) years of which shall have been in a supervisory capacity involving records management. "Professional experience" refers to work that is creative, analytical, evaluative, and interpretive; requires a range and depth of specialized knowledge of the profession's principles, concepts, theories, and practices; and is performed with the authority to act according to one's own judgment and make accurate and informed decisions.