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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00185306 |
Description Activated On: 2/9/2024 11:41:21 AM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. Manages the daily operations and personnel of the Pennsylvania State Records Center, the online Digital Records Center (DRC), and the Enterprise Records Management System (ERMS) |
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Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. Manages the State Records Center to provide secure, low-cost storage and retrieval for the inactive records of state agencies (currently, ~200,000 cubic feet). Supervises 4 full-time employees who accession, retrieve, reference and dispose of boxes and files. Plans and coordinates daily work schedule for employees. Provides oversight and direction to the employees in work assignments and evaluates their performance of their duties. Assigns work to utilize the time and resources of the staff to complete work efficiently, accomplish management goals, and to meet changes in workload, priorities and deadlines. Delegates responsibility and holds assignee accountable for performance. Empowers employees to take responsibility for their jobs through mentoring and appropriate feedback. Fosters teamwork among staff, listens to staff feedback, and fosters unified action toward the final goal. Minimizes conflict and resolves unavoidable conflicts expeditiously. Oversees the allocation of space to ensure maximum efficiency of the State Records Center warehouses. Ensures that records are destroyed at the appropriate time and that no record is destroyed without the appropriate authorization. Ensures the security of all records maintained in the State Records Center to prevent unauthorized access or alteration. Works proactively with agency Records Coordinators to schedule and assign space for records shipments. Compiles and analyzes statistical data in order to determine and plan for future space and makes recommendations to management to make the best use of space and stay within capacity. Produces and distributes reports to state agencies as needed. Manages the Digital Records Center. Participates in the functional development and ongoing management of the digital records center (DRC) including the project management, the development of workflow, processes, procedures, software selection and related tasks required to ingest, migrate, preserve, and provide agency access to agency digital records. May develop independently, or assist in the development of, policies and technical standards for the ingest, storage, management, purging, and preservation of agency digital records. Writes reports and provides to senior management and partner agencies clear, concise updates on the status of the DRC, its contents, and its preservation activities. With Division Chief, develops policies and procedures for agencies to properly upload, store, and purge records in the Digital Records Center. Works with State Agencies to promote and explain the DRC for agency cooperation and compliance. Ensures that correct metadata and file formats are received and accessioned without corruption to the files. Monitors activities in the Digital Records Center, assists agencies with questions and access to their records. Notifies agencies when retention has expired and gains permission to purge or send records to the Digital Archives. Works in close cooperation with the Digital Archivists and other staff assigned to the Digital Archives, the archival counterpart (for permanent records) to the Digital Records Center (for temporary and long-term temporary records). Manages the Enterprise Records Management System (ERMS), which manages physical records housed in the SRC and maintains the state retention schedules, including data about the records as well as their physical locations, destruction dates, and related data. Participates in Commonwealth Enterprise-wide initiatives concerning records management, specifically concerning the ERMS. Directs system activities for SRC staff, including control, review and maintenance of system data as well as use of scanner and barcode technology. Devises data verification methods and standard systems procedures. Reviews and verifies computer output for completeness and accuracy; checks original data to resolve data errors. Defines system requirements and critical business processes to make the State Records Center run efficiently. Performs QC on imported data and custom functionality and submits detailed documentation to facilitate debugging of the ERMS system when code or hardware is upgraded and/or changed. Develops report specifications. Assists with the development, documentation and implementation of specific policies and procedures that define the use of ERMS by SRC as well as agency personnel. Serves as the primary contact on State Records Center activities including reference, accessions and use of the ERMS system for approximately 100 agency Records Coordinators and requestors. Responsible for developing training documentation and training agency personnel in system use. Disseminates procedures by preparing and conducting training for SRC and Commonwealth agency staff in the use of the SRC and its system. Interacts with SRC customers by proactively understanding the customers’ needs or problems, listening, confirming, understanding and responding appropriately. Reviews and develops forms and manuals used by the staff to assure that they meet operational needs. Approves requests for equipment and supplies in order to meet operational requirements. Assesses future needs and submits requests for acquisition of new equipment including office supplies, computer and materials handling equipment. Promotes the goals of the Pennsylvania Historical and Museum Commission by serving on committees, participating in professional conferences, and speaking before various groups interested in preserving the Commonwealth’s documentary heritage. Incumbent is familiar with PHMC general safety rules and safety rules specific to this position; for working in a safe manner and following all PHMC safety rules; immediately report all workplace injuries or incidents to their supervisor; and to immediately correct any safety hazards in the work area or report same to supervisor. Enforces all safety rules, procedures, and work practices and takes action to correct unsafe conditions in the workplace. Performs other related duties as assigned by the Bureau Director or Division Chief. |
Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature. Determines policies and procedure for SRC and DRC implementation and use Assists with determining software requirements for SRC operations. Decides workload and responsibilities of staff. Independently answers agency questions concerning SRC, DRC and the ERMS system. Defines operational procedures of the SRC warehouse Drafts letters to state officials/staff and articles for publications/newsletters, some of which are approved by Division Chief and Bureau Director. |
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Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License Experience: Electronic records preservation experience Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. 5. 6. |
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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
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