Program Manager - Records Management

Description

Salary range is $60k to $140k, with a midpoint of $95k . New hires typically receive between minimum and midpoint, however, we may go slightly higher based on experience, internal equity and market.

Sound Transit also offers a competitive benefits package with a wide range of offerings, including :

Health Benefits : We offer two choices of medical plans, a dental plan, and a vision plan all at no cost for employee coverage;

comprehensive benefits for employees and eligible dependents, including a spouse or domestic partner.

• Long-Term Disability and Life Insurance.
• Employee Assistance Program.
• Retirement Plans : 401a - 10% of employee contribution with a 12% match by Sound Transit; 457b - up to IRS maximum (employee only contribution).
• Paid Time Off : Employees accrue 25 days of paid time off annually with increases at four, eight and twelve years of service.

Employees at the director level and up accrue additional days. We also observe 12 paid holidays and provide up to 2 paid floating holidays and up to 2 paid volunteer days per year.

• Parental Leave : 12-16 weeks of parental leave for new parents.
• Pet Insurance discount.
• ORCA Card : All full-time employees will receive an ORCA card at no cost.
• Tuition Reimbursement : Sound Transit will pay up to $5,000 annually for approved tuition expenses.
• Inclusive Reproductive Health Support Services.
• Compensation Practices : We offer competitive salaries based on market rates and internal equity. In addition to compensation and benefits, you'll find that we provide work-life balance, opportunities for professional development and recognition from your colleagues.

GENERAL PURPOSE :

The Program Manager manages programs of work related to the development and implementation of the agency's records and information management initiatives.

Under limited direction and working with a team, develops and implements systems, services, and processes to secure official agency records and ensure actions for short term, long term, and permanent retention, disposition, and access.

Develops and coordinates periodic program compliance reviews and devises strategies to maximize business effectiveness and legal compliance.

ESSENTIAL FUNCTIONS :

The following duties are a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Plans, leads, and assesses program activities to implement the records management strategy and roadmap; develops project charters, scopes, and plans evaluation framework.
• Drives program strategy by prioritizing projects and activities based on agency alignment and resource capacity.
• Aligns agency records management to a future enterprise information management strategy.
• Builds, maintains, and supports collaborative relationships with related agency functions to understand interconnections and dependencies, and influence alignment of strategic priorities.
• Partners with team members, IT, and inter-department customers to define records management requirements and solutions for systems containing electronic records.
• Leads and facilitates cross-functional project teams based on project requirements; prioritizes tasks for resources; tracks and reports project deadlines, time, tasks, completions, milestones, and allocation of resources;

leads risk mitigation and management; leads problem resolution as issues arise, taking an active role in resolving blocking issues.

Provides review, oversight, and subject matter expertise of agency systems and structures, e.g., IT initiatives, policies and procedures, risk management, etc.

to embed records management considerations.

• Plans, coordinates, and oversees outreach activities including presentations, exhibits, newsletters, and other appropriate communication methods to provide educational services to ST staff and the public.
• Monitors and evaluates the efficiency and effectiveness of systems, processes, and facilities related to the operation of records management services and procedures;

recommends appropriate service models and resources to maximize business effectiveness and legal compliance.

• Participates in the development and administration of contracts for goods or services with vendors.
• Champions and models Sound Transit's core values and demonstrates values-based behaviors in everyday interactions across the agency.
• Contributes to a culture of diversity, equity and inclusion in alignment with Sound Transit's Equity & Inclusion Policy.
• It is the responsibility of all employees to follow the Agency safety rules, regulations, and procedures pertaining to their assigned duties and responsibilities, which could include systems, operations, and / or other employees.
• It is the responsibility of all employees to integrate sustainability into everyday business practices.
• Other duties as assigned.

MINIMUM QUALIFICATIONS :

• Education and Experience : Bachelor's degree in Library Science, Archival Science, Business Administration, Public Administration or closely related field;
• Four years of experience in program support and project delivery with records management or enterprise content management projects to include exposure in content management, document management or information architecture;

Or an equivalent combination of education and experience.

Preferred Licenses or Certifications :

ARMA or AIIM certification.

Required Knowledge and Skills :

• Specialized records management requirements pertaining to public records including procedures and legal requirements necessary to maintain, archive, preserve, and protect public records.
• Principles, practices, and procedures of automated and manual information management, retrieval, and storage.
• Excellent at building relationships with business partners, stakeholders, and customers, and responding to agency business needs.
• Proactive project management to meet multiple project / program goals in a fast-paced environment with changing priorities and deadlines.
• Translating project / program requirements into project objectives and tasks, managing task assignment to project resources and reporting on and managing project scope throughout the lifecycle.
• Understanding, interpreting, and communicating end user requirements.
• Interpreting and administering records management and related policies and guidelines sufficient to administer, discuss, resolve, and explain them to staff and other constituencies.
• Developing and operationalizing services to support compliant recordkeeping practices.
• Demonstrating strong interpersonal techniques and a consistent commitment and ability to work with diverse work groups and individuals.
• Principles of customer service.
• Office procedures, methods, and equipment including computers and computer applications such as word processing, spreadsheets, and statistical databases.

Proficient in MS Office products : Excel, Word, Visio, PowerPoint.

• Responding to inquiries and in effective oral and written communication.
• Utilizing personal computer software programs affecting assigned work.

Preferred Knowledge and Skills :

• Program / project management techniques and principles.
• Implementing enterprise-wide information management solutions for document and / or records management.
• Document and records management systems in general and familiarity with Microsoft 365 including Compliance Center, label policies, content types, and managed metadata.
• Administering SharePoint and / or other enterprise content management tools.
• Pertinent federal, state, and local laws, codes, and regulations including Washington State public disclosure laws.

Physical Demands / Work Environment :

• Work is performed in a hybrid office environment.
• This position is responsible for managing paper records that are inactive, which involves the processing, retrieval, and sending of boxes of paper records to agency offsite storage facility;

may be subject to bending, grasping, pushing, pulling, and carrying and lifting of objects up to 25 pounds.

The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required.

Sound Transit is an equal employment opportunity employer. No person is unlawfully excluded from employment action based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status or other protected class.

Equal Opportunity Employer / Protected Veterans / Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.

However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)