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The County of DuPage
Wheaton, Illinois

Job Details for 1491 - Records Management System Manager

Job Description

FLSA STATUS: Exempt
GRADE: 315

POSITION SUMMARY
Under administrative direction; performs work of considerable difficulty in implementing, planning, managing and directing the County-wide Records Management system; performs related work as required.

DISTINGUISHING FEATURES OF THE CLASS
The employee in this class is responsible for implementing, planning, managing and directing the County’s Records Management System. Employee manages the appropriate relationships, budget, projects and staffs within the department. Work requires the ability to exercise a high degree of technical expertise and competency in order to effectively research, recommends and implement a records management system that successfully meets the needs of all Elected Officials, Municipal Governments, County Departments, and Quasi-Governmental Organizations. Administrative direction is received from the Chief Information Officer. Management direction is provided to subordinate manager/supervisors.

ESSENTIAL DUTIES AND RESPONSIBILITIES
The list of duties and responsibilities is illustrative only, and is not a comprehensive listing of all the duties and responsibilities performed by positions in this class.

• Assesses and develops Records Management System strategic goals and objectives within the context of the County’s Strategic Plan and Strategic Technology Plan
• Implementation and management of the Records Management System
• Develops and manages partnerships between the County, Emergency Telephone System Board (ETSB), Municipal Governments, Elected Officials, Municipal Governments, County Departments, and Quasi-Governmental Organizations
• Works collaboratively and communicates with Elected Officials, Municipal Governments, County Departments, and Quasi-Governmental Organizations to develop policies and procedures relative to the effective operation and maintenance of the Records Management System
• Plans for and directs all Records Management functions including database management and report creation and management
• Manages the relationship with the Records Management System vendor and other associated vendors
• Monitors and communicates Records Management trends and issues
• Establishes and monitors security procedures and practices to ensure high level of security for the County’s Records Management systems
• Develops and executes plans to establish, develop, improve and maintain Records Management systems
• Acts as Project Manager for the implementation of large scale Records Management systems
• Coordinates Records Management activities with all Elected Officials, Municipal Governments, County Departments, and Quasi-Governmental Organizations
• Monitors and manages contracting, negotiating and change management
• Determines and oversees system-wide priorities
• Responsible for the integration of the Records Management System with other approved systems
• Responsible for Records Management System documentation
• Develops and prepares fiscally appropriate budgets, manages the financial aspects of the system including accounts receivable and account payable
• Ensures that the Records Management function operates within budget appropriations
• Recommends hires and promotions, directs and evaluates employment decisions for all assigned positions
• Provides training opportunities
• Establishes and maintains a professional work environment while providing appropriate leadership and direction
• Promotes positive morale, creativity and teamwork among staff
• Completes required training programs and stays current with County Emergency Management operational policies and procedures
• Supports the County Incident Command and Emergency Management Systems in preparedness, response and recovery efforts
• Maintains 24/7 availability to respond to emergencies, exercises and other related activities
• Maintains regular attendance and punctuality

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES
• Adjusts work assignments and schedules in the event of an emergency to participate in emergency preparedness, response, and recovery activities as assigned.
• Depending on assignment may maintain required emergency management training, licensure and/or certifications.
• Performs related duties as required or assigned within job classification.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Knowledge of:
• Project Management
• Contract Management
• Knowledge of public safety Computer Aided Dispatch and Records Management (CAD/RMS) systems, policies and procedures
• High level understanding of the services provided by a communications center to Police, Fire and Emergency Medical Services (EMS)
• Preferred knowledge of Intergraph CAD/RMS systems
• Microsoft SQL server relational database management system
• Report writing tools and techniques
• Network and Computer security policies and practices
• Police, Fire and Emergency Medical Services reporting
• The National Incident Based Reporting System (NIBRS)
• Current office practices, procedures and equipment
• County policies and procedures
• Applicable federal, state, and local laws, rules, regulations, codes, and/or statutes
• Management and leadership principles

Skill in:
• Using computer hardware and software including word processing, spreadsheets, databases, email, etc
• Applying an acquired knowledge of procedures, rules, regulations and services applicable to the assigned office
• Planning, scheduling and supervising the work of others

Ability to:
• Manage projects and multiple priorities simultaneously
• Establish and maintain effective working relationships with County Elected Officials and staff, Municipal Government Elected Officials and staff, Quasi-Governmental Organizations, vendors and contractors
• Communicate and use interpersonal skills to interact with coworkers, supervisor, the general public, etc. to sufficiently exchange or convey information and to receive work direction
• Ensure compliance with applicable federal, state, and local laws, rules, and regulations and statutory requirements
• Convey excellent oral and written communication
• Work effectively under stress
• Maintain confidentiality
• Monitor and evaluate employees
• Prioritize and assign work
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals
• Plan, organize, manage and evaluate the work of the division to ensure efficient, timely and cost-effective services
• Plan, analyze, and evaluate programs and services, operational needs, and fiscal constraints
• Provide leadership to effectively resolve issues

SUPERVISORY RESPONSIBILITIES
Exercises supervision of personnel in related area of responsibility.

EDUCATION and/or EXPERIENCE
Completion of a Bachelor’s Degree in Computer Science, Business Administration or related subject and five-years of experience with a Computer-Aided-Dispatch/Records Management System; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Position is typically office or administrative work and is not substantially exposed to adverse environmental conditions.

CERTIFICATES, LICENSES, REGISTRATIONS
None.