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Position Classification Description

Position Class Code / Title: O4004 / Lead,Records Management
Recruitment Tier: Tier 1
FLSA: Non-Exempt
Grade: 07

This is a description of a Staff Position Classification. It is not an announcement of a position opening. To view descriptions of current openings, please go to UNMJobs and Search Postings to view positions that are currently accepting applications.

The following statements are intended to describe, in broad terms, the general functions and responsibility levels characteristic of positions assigned to this classification. They should not be viewed as an exhaustive list of the specific duties and prerequisites applicable to individual positions that have been so classified.

Summary

Oversees the day-to-day records management activity for the University in accordance with the New Mexico State Records Act. Enforces laws and legal requirements in the course of performing duties to ensure compliance. Assists in the implementation of policies and procedures of the department.

Duties and Responsibilities

  1. Oversee and coordinate the day-to-day activities of the University records retention program in compliance with state and federal guidelines.
  2. Coordinate and lead the work of other personnel in the absence of the division manager, to include work allocation and problem resolution.
  3. Retrieve, allocate space, and store files and boxes of records in accordance with policies and procedures.
  4. Perform routine duties related to the pickup and delivery of files and boxes from all departments of the university, creating and coordinating the daily pickup and delivery schedule.
  5. Respond to department inquiries of state and federal retention and disposition guidelines.
  6. Maintain and update the records retention database, implementing upgrades in coordination with IT; perform data entry and retrieval queries and entries.
  7. Destroy records according to the State Records Center guidelines and departmental requirements, coordinating and obtaining approval from officials within the State Records Center in advance.
  8. Audit, organize and maintain inventory of stored records; maintain and update records retention schedules.
  9. Produce and submit inventory reports and research projects as needed or requested.
  10. Participate in implementation of policies and procedures consistent with those of the organization to ensure efficient and safe operation of the unit.
  11. Perform miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • High school diploma or GED; at least 2 years of experience directly related to the duties and responsibilities specified.
  • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Knowledge, Skills and Abilities Required

  • Records maintenance skills.
  • Knowledge of State Records Center guidelines and procedural requirements.
  • Knowledge of basic warehousing procedures, facilities, and equipment.
  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Ability to complete routine paperwork.
  • Ability to gather data, compile information, and prepare reports.
  • Ability to communicate effectively, both orally and in writing.
  • Knowledge of laws, regulations, methods, and techniques in area of specialty.
  • Ability to implement short- and long-range goals.
  • Knowledge of records archiving and/or retrieval.
  • Ability to interpret, adapt, and apply guidelines and procedures.
  • Ability to lead and train technical staff, and to organize, prioritize, and schedule work assignments.
  • Ability to foster a cooperative work environment.

Working Conditions and Physical Effort

  • Work involves moderate exposure to unusual elements, such as extreme temperatures, dirt dust, fumes, unpleasant odors and loud noises.
  • Moderate physical activity. Requires handling of objects that may weigh up to 30 pounds; may require standing and/or walking for up to 4 hours a day.
  • Work environment involves minimal exposure to physical risks, such as operating dangerous equipment or working with chemicals.

The University of New Mexico provides all training required by OSHA to ensure employee safety.

Revised Date: 03/20/2017