Job Details

Position Details

Position Information

Position Title
Records Manager

Position Number
100127

FTE
1.0

FLSA
Exempt

Pay Rate
$54,880 annually, plus benefits.

Position Type
Full-Time

Posting Detail

Posting Number
311

Essential Function

Provide leadership and oversight for the records department, ensuring the effective management of both active and inactive agency records. Responsibilities include directing processes related to the receipt, organization, storage, retrieval, retention, and secure disposal of records in compliance with applicable laws, regulations, and agency policies. Supervise activities related to the imaging and digitization of records, including quality control and indexing. Serve as the agency liaison to the Oklahoma Department of Libraries and oversee coordination with external partners to ensure alignment with statewide records management standards.

Responsibilities and Duties
• Lead, supervise, and support records department staff, including performance management, professional development, and daily operations.
• Communicate with and provide regular updates to the Central Services Director and the OCAP Executive Director about issues concerning Records staff
• Serve as Records Management Coordinator and Archivist and oversee the full lifecycle of agency records-physical and digital-including receipt, storage, retrieval, use, retention scheduling, and secure destruction in accordance with applicable policies, regulations, and best practices.
• Ensure quality control of scanned or imaged records, including verification of completeness, accuracy, and adherence to records management standards
• Maintain and update records retention schedules and related documentation and coordinate required approval from the Oklahoma Department of Libraries.
• Develop and implement records policies, procedures, and staff training programs to ensure compliance and consistency across the agency.
• Prepare reports on departmental activities, recommend equipment and supply purchases, and participate in departmental budget planning and personnel decisions.
• Serve as agency liaison to the Oklahoma Department of Libraries and attend quarterly Commission meetings.
• Work closely with OSRHE IT division on records related systems, projects, or any items requiring technical assistance, guidance, review, or approval.
• Work closely with HR, exiting employees and their managers to understand and document types of records created by the employee, the location and sensitivity of those records.
• Monitor and manage records storage-both on-site and off-site-to ensure secure and efficient use of space and resources.
• Respond to records retrieval requests and assist departments with special projects involving historical or archived records.
• Stay informed of trends, regulations, and best practices in records and information management and ensure agency practices remain compliant.
• Support agency business continuity and emergency preparedness by regularly updating the records continuity plan and related materials.
• Coordinate agency recycling and secure records disposal.
• Perform other duties as assigned.

Minimum Qualifications

Associate's degree and three (3) years' experience in a similar position or an equivalent combination of post-secondary education and related work experience. Effective oral and written communication skills, self-motivation, ability to work independently, and ability to plan and organize work efficiently and effectively are required. The ability to perceive and analyze problems, develop alternatives and make or recommend sound decisions, to work effectively with all levels of personnel, to supervise effectively and coordinate the resources available for an effective records management program are required. A thorough understanding of retention schedules and technology applications relevant to retention scheduling is necessary. Must be proficient with MS Excel, Word and PowerPoint. Must have a valid Oklahoma driver's license. Must provide a cellular telephone and service for work-related activities.

Preferred Qualifications

Experience in a records environment preferred. Prior records training, certifications, or specialized course work in records management, business law, administrative management, and/or computer technology a plus. Prior project management experience desired. Former supervisory/management experience preferred.

Supervision

The employee performs work under the supervision of the Executive Director of the Oklahoma College Assistance Program and the OSRHE Director of Central Services and Business Continuity.

Work Hours
Agency offices are open to the public from 8 A.M. to 5 P.M. Monday through Friday. These are the normal office hours for Agency employees.

Physical Demands

Ability to sit and stand for extended periods of time. Ability to operate a computer, keyboard, photocopier, telephone, calculator and other office equipment, read a computer screen and printed material, to communicate clearly, and to lift up to 25 pounds (on occasion up to 50 pounds), to bend, crawl, stoop, climb stairs or ladders, and reach. Must use the proper manual handling equipment including but not limited to dollies, carts and lift team members. Duties are normally performed in an office environment with a moderate noise level.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. The Oklahoma State Regents for Higher Education is an Equal Opportunity Employer.

Posting Date
09/02/2025

Closing Date

Open Until Filled
Yes

Special Instructions to Applicants