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The Records Manager will establish the Bank Policies and Procedures to ensure that records created and maintained by the Bank will be retrievable, protected from loss, alteration, or unauthorized disclosure, and disposed of in compliance with approved records disposal schedules. Overall responsibilities include:
Management of a Records Management Program
Responsible for records management program; Development and issuance of all directives for the Bank's records management program.
Design and implementation of a standardized file schema.
Management of a large records center studies and surveys leading to the implementation of major records center system; or design and implementation of a records center facility.
Conduct studies, surveys, or audits of vital records programs; full responsibility for protection and preservation of archival collections.
Manage and administer records management capabilities including the electronic records management system, digital scanning platform, physical records archive and third party archives.
Manage the design and implementation of the Bank's Contract Management program to enhance the capture and storage and administration of Bank Contracts. Tasks include:
Perform reconciliation of active vendor agreements
Review of Appropriate GL accounts
Maintain active contract retention log
Ensure appropriate legal review of agreements
Communicate retention requirements
Digital Voice Recording System (Management/Administration):
Provide management and administration for the internal process to request, record, store, and playback audio transactions from the Bank's Digital Voice Recording system.
Identify phone lines to be recorded
Ensure appropriate review of recorded lines
Provide and administer the capability to store, protect, and categorize voice recordings as Communications in accordance with the Corporate File Plan.
Provide and implement test plan to regularly monitor the operating status of the recording system.
Provide management and guidance for the development and implementation of a Records Management Program.
Develop and maintain internal directives to include processes, practices and procedures to prevent the loss, removal, theft or unauthorized access of official records created.
Ensure that the Bank's file plan is maintained by conducting annual review and process requests for changes as needed.
Develop and maintain records retention schedules.
Conduct periodic reviews to ensure Bank's records are maintained within the Bank records retention schedule.
Minimize the need for record conversion by developing a plan to ensure that electronic records remain accessible throughout their life cycle.
Determine if the data being created is record or non-record material
Provide records management training to Bank staff as required
Oversee the content capture of the Banks business records to image format as requested
Manage vendor relationship.
Maintain database of off-site physical records inventory.
Provide front-end capture back up to address volume peaks, vacations etc.
Prepare Records Management reports for the Board of Directors and the Federal Housing Finance Agency.
Perform all other duties as assigned.
Highly proficient in Records Management principles and how they apply to the corporate environment.
Proficient in regulatory compliance processes and necessary documentation standards.
Proficient in Business Systems Analysis and Administration of Document/Records Management Applications.
Proficient ability to perform Legal Research to determine regulatory requirements for the retention of Bank records.
Experienced project manager and able to work closely with business managers on all types of projects.
Skillful in coordinating multiple projects concurrently.
Advanced Skills in Microsoft Office Suite of Products including Excel, Word, PowerPoint, Access and Adobe Acrobat.
Minimum 5 years work experience. Records Management, Information Governance, digital archiving and Contract Management experience desired. Experience in records, file conversion and system implementations is required. Other appropriate work experience:
Project management and enterprise system implementation, configuration and maintenance experience required.
Conduct studies and surveys or develop, design, and implement Business Continuity and records management Programs;
Direct managerial or operational responsibility for Records Management program
Management, Leadership, and Personal Skills
Effective expression through oral and written correspondence.
Able to develop and promote cooperation and teamwork at all levels to achieve the required outcome.
High level of customer service.
Attentive to detail and accuracy, committed to excellence, looks for improvements continuously, monitors quality levels, finds root cause of quality problems, owns/acts on quality problems.
Ability to act independently on assigned projects working with minimal supervision, exercise initiative and be self-directed.
Demonstrated timeliness in assignment completion.
Bachelor's degree, preferably in Business or the equivalent combination of education or experience is required. Certified Records Manager (CRM) or Information Governance Professional (IGP) preferred
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