Records Management Technician/Coordinator/Administrator

SALARY:                  $72,484 - $122,940 Annually

OPENING DATE:    April 18, 2024

CLOSING DATE:    Until Filled

Resumes will not be accepted in lieu of a completed District Online Application.  A cover letter and resume are highly encouraged as they are valuable to the evaluation process. The most qualified applicants will be invited to participate further in the screening process, which will include a panel interview and possible written exercise.

DESCRIPTION:

West Basin Municipal Water District (West Basin) is a leader in the water industry in water recycling, conservation, water resource management, and youth and adult education. West Basin provides drinking water and recycled water to eight local retail water agencies including four cities, three private water companies, and one county water agency. The District serves a population of nearly one million residents in 17 cities and unincorporated areas along the coastal corridor of southern Los Angeles County. The District is governed by an elected five-member Board of Directors and is a member agency of the Metropolitan Water District of Southern California.

West Basin operates the Edward C. Little Water Recycling Facility and three satellite locations. It is the largest treatment and water purification facility of its type providing nearly 40 million gallons of water each day to over 300 sites. West Basin utilizes various advanced treatment processes to produce five types of “fit-for-purpose” waters used for commercial, industrial, and landscape purposes, including three ultra-pure waters.

West Basin owns and operates over 100 miles of recycled water pipelines and supplies recycled water to customers for non-potable use. To expand the use of recycled water, the District assists customers with the process of converting their sites to utilize recycled water. In addition, the District conducts site inspections to ensure compliance with the safe use of recycled water.

West Basin is an equal-opportunity employer, promoting diversity in its recruitment process and programs. The District is committed to customer service and seeks to provide its customers with the most qualified and exceptional professional services through those they employ while offering an excellent benefits package to its employees.

THE POSITION:

The District is seeking a Records Management Technician/Coordinator/Administrator who under general direction, performs a variety of support services for the District’s records management program. The District is seeking an individual who can assist or plan, develop, implement, and maintain the records management policies, systems, records retention schedule, and procedures. In addition, this individual will ensure records received and created by the District are maintained in support of business operations and in compliance with government statutes and regulations. The Records Management Technician/Coordinator/Administrator will facilitate access to records needed to support District operations, coordinate timely responses to all public records requests, and participate in the identification and retrieval of records related to investigation and legal discovery. Lastly, they will manage the records storage agreement with the District’s offsite records storage vendor.

Key responsibilities:

• Collaborates with applicable department management staff and District Legal Counsel for the modifications to the Administrative Code on Records Management to reflect a comprehensive program that follows industry best practices.
• Revises the Records Retention Schedule to reflect existing legal and operational recordkeeping requirements as well as changes to the organizational structure of the District. Oversee the consistent implementation of the Records Retention Schedule; document the record destruction activities in accordance with the records management policy of the District.
• Coordinate records destruction suspensions (“legal holds”) and destruction resumptions (“releases”) with the District’s Legal Counsel, General Manager, and District departments.
• Act as an Advisor on all records management issues and related projects. Researches and implements suitable system(s) and the related policies and procedures to organize, index, and classify records per the Records Retention Schedule.
• Act as the Official Custodian of Records for the District; collaborates with District’s legal counsel, district staff, private individuals, and outside legal counsel concerning public records requests, subpoenas for records or legal discovery related to investigations and litigations, depositions, and other matters concerning District records.
• Actively participate as a subject matter expert in the procurement and implementation of an Electronic Document Records Management System.
• Develop records classification schemes (file plans) for the District Department’s active and inactive electronic records. Develop a step-by-step procedure for implementation procedure if necessary.
• Monitor the District’s offsite records storage strategy; conduct periodic audits of offsite records storage; develop and review the filing and retrieval system for inactive hardcopy records for each District location, as necessary.
• Recommends cost-effective new record-keeping procedures to ensure District compliance with all applicable laws and regulations; prepares technical records management documents, as necessary.
• Conducts periodic District-wide needs assessments and inventories to identify records management requirements; analyzes and documents findings; conducts meetings with District staff to resolve issues; provides the General Manager a summary of audit findings and related impacts on the District.
• Guide and coordinate the establishment, implementation, and maintenance of a vital records program.
• Develops and implements appropriate standards and procedures for the proper retention of District historical records.
• Monitors and evaluates the efficiency and effectiveness of the Records Management services; identifies opportunities for improvement and reviews recommendations with supervision; implements changes as necessary.
• Develops and provides in-house training for District staff related to records management; assists in the cross-training of administrative support staff in records management functions.
• Process public records requests, subpoenas for records, or legal discovery related to investigations and litigations concerning the District.
• Coordinates with management and District Legal Counsel signatures on non-procurement agreements including agency partnerships, grants, and customer agreements.

QUALIFICATIONS:

The ideal candidate will have:

• A Bachelor’s degree from an accredited four-year college or university with major coursework in Public Administration, Business Administration, or a related field; and seven years of increasingly responsible experience in a public agency which included coordinating a comprehensive records management program involving the maintenance, retention and disposition of a wide variety of records, developing and implementing records management policy and records retention schedule; or an equivalent combination of related education and experience may be substituted.
• Highly desired a Certified Records Manager (CRM) or Certified Records Analyst (CRA) designation from the Institute of Certified Records Manager (ICRM).
• Knowledge of principles, practices, methods, and techniques of records management.
• Knowledge of local, state, and federal laws relating to retention requirements for a wide variety of documents.
• Knowledge of procedural and legal requirements necessary to maintain, archive, preserve, and protect records.
• Knowledge of principles and practices of file indexing and electronic records issues; emerging technology solutions; microfilm and imaging processes; equipment and quality standards.
• Knowledge of the general functions of a municipal agency, and associated record-keeping requirements
• Knowledge of the development and management of a Records Retention Schedule.
• Ability to analyze records management problems, reach sound conclusions, and recommend improved procedures and facilities.
• Ability to recommend revisions to policies, procedures, or technology to improve the program.
• Ability to stay abreast of new technology used to automate records systems; maintain information and generate reports utilizing computer equipment; code, file, and retrieve a wide variety of materials/documents under a comprehensive records management system.
• Ability to communicate ideas clearly and concisely both orally and in writing; exercise independent judgment and initiative within general policy guidelines; and establish and maintain effective working relationships with those encountered in the course of work.
• Possession of a valid Class C California Driver's License, proof of insurance, and an acceptable driving record are required at the time of appointment and as a condition of continued employment.  The employee is required to use their vehicle with mileage reimbursed at the standard IRS rate.

SUPPLEMENTAL INFORMATION:

One vacancy is currently available.  The salary range is $72,484 - $122,940 annually, depending on qualifications.

Apply by:  Open Until Filled.  Apply online at:  www.westbasin.org.  For questions or additional information, please contact  West Basin Municipal Water District, Human Resources Department, 17140 S. Avalon Boulevard, Carson, CA 90746, (310) 660-6275.  Email:  hr@westbasin.org. 

Resumes will not be accepted in lieu of a completed District Online Application.  A cover letter and resume are highly encouraged as they are valuable to the evaluation process.