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Position Classification Description

Position Class Code / Title: O6004 / Supv,Records Mgmt
Recruitment Tier: Tier 1
FLSA: Non-Exempt
Grade: 08

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. Interprets laws and legal requirements to ensure compliance. Assists in the development of operating objectives, policies, and procedures of the department.

Duties and Responsibilities

  1. Oversees and coordinates the day-to-day activities of the University records retention program in compliance with state and federal guidelines.
  2. Supervises personnel which typically includes recommendations for hiring, firing, performance evaluation, training, work allocation, and problem resolution.
  3. Interprets and informs university administrators of state and federal retention and disposition guidelines.
  4. Develops and implements systems to maintain inventory of stored records; maintains and updates records retention schedules.
  5. Produces and submits inventory reports, surveys, proposals, and research projects as needed or requested.
  6. Supervises the transfer of records to storage or archives.
  7. Develops or assists with the development and implementation of policies and procedures consistent with those of the organization to ensure efficient and safe operation of the unit.
  8. Participates in development, implementation and maintenance of policies, objectives, short-and long-range planning; develops and implements projects and programs to assist in accomplishment of established goals.
  9. Represents the organization at various community and/or business meetings, committees, and task forces; promotes existing and new programs and/or policies.
  10. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • High school diploma or GED; at least 3 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

  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Ability to communicate effectively, both orally and in writing.
  • Ability to gather data, compile information, and prepare reports.
  • Records maintenance skills.
  • Knowledge of laws, regulations, methods, and techniques in area of specialty.
  • Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
  • Ability to develop, plan, and implement short- and long-range goals.
  • Knowledge of records archiving and/or retrieval.
  • Ability to interpret, adapt, and apply guidelines and procedures.
  • Ability to supervise and train employees, to include organizing, prioritizing, and scheduling work assignments.
  • Technical writing skills.
  • Ability to foster a cooperative work environment.

Working Conditions and Physical Effort

  • Work may, on occasion, involve exposure to unusual elements, such as extreme temperatures, dirt, dust, fumes, smoke, unpleasant odors, and/or loud noises.
  • Moderate physical activity. Requires handling of average-weight objects up to 25 pounds or standing and/or walking for more than four (4) hours per 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