Records Manager

PURPOSE OF POSITION

The Records Manager (RM) is located at the NTTC Lackland, Joint Base San Antonio, TX, and is assigned to manage the maintenance, planning, controlling, directing, organizing, training, promoting, tracking and filing electronically to ensure all command staff records, student records and instructor training jackets are maintained IAW all relevant instructions, regulations and laws. The Records Manager regularly interacts with military and government civilians at the NTTC Lackland, coordinates with personnel at CENSECFOR Headquarters. The Records Manager must understand the program policies to ensure administrative information created or acquired is properly managed from creation and receipt through final disposition according to SECNAVINST 5210.8 (series), federal laws and Department of the Navy (DON) RM program requirements.

MINIMUM QUALIFICATIONS

Education:

• A Bachelor's degree from an accredited institution.

Training and Experience:

• A minimum of two (2) years' experience in records management, Department of the Navy (DON) Records Management (RM) Program or a related field; or a minimum of six (6) years' experience in records management, preferably in a Navy or Marine Corps environment.
• At least two (2) years' experience in a supervisory role in records management
• Possess a valid state driver's license
• Possess proficiency in organizing, maintaining, and managing both physical and digital records, including knowledge of record retention schedules, legal compliance requirements, and filing systems
• Excellent organizational and communication skills

Security Clearance:

• Must possess and maintain a Secret security clearance.

DUTIES AND RESPONSIBILITIES

• Obtaining all required records management access and complete mandated Records Management training and Records Management Repository training
• Maintaining electronic records and properly identify and categorize record series to properly save files via the repository based on identified series lifespan and mission requirements
• Managing records regardless of format and media
• Transferring or migrating records in paper and legacy electronic systems to approved or registered information management systems which are associated with a records schedule for manual management of disposition
• Maintaining records so they are easily accessed by staff and kept for the required retention period
• Collaborating with the commands N1 and N7 departments in all matters of records management
• Managing, maintaining custody, updating, filing electronically and managing all class/student folders/records
• Ensuring milestones are tracked, documented, managed, maintain custody, update and control all instructor Training Jackets IAW standardized formats and applicable regulations, rules, policies and procedures
• Preserving records that protect the legal and financial rights of the government, the DON, and its personnel
• Establishing and assessing records management practices to ensure they support the principles of transparency sharing throughout the organization
• Providing advice and guidance to records liaisons and records custodians on Records Information Management lifecycle requirements
• Providing policy and governance on the use of records management tools to ensure best practices and agency compliance with all records management laws, regulations, rules, policies and procedures
• Creating, conducting or coordinating records management training for staff
• Regardless of routine disposition, ensure records involved in a records hold or those that may reasonably be expected to be included in a hold are not destroyed until final disposition authorization has been provided
• Conduct an inventory or file plan review of all records annually to ensure they are being properly maintained
• Ensure the command utilized electronic filing methods vice paper filing whenever possible
• Ensure PII with records is safeguarded per SECNAVINST 5211.5 (series), NETCINST 5211.2 (series), and CENSECFORINST 5211.1 (series)
• Working with the command's electronic recordkeeping requirements, records management applications, as well as the technology challenges of accessing and maintaining records over time
• Developing and conducting periodic quality control reviews, compliance audits, risk assessments and surveys to measure the effectiveness of electronic systems and for general program improvement purposes
• Developing metrics for the commands program and ensuring sound information governance and accountability measures are in place
• Perform other incidental and related duties as required and assigned

SUPERVISORY/MANAGEMENT RESPONSIBLITY

None