This position will serve as the Records and Archives Lead for Hetch Hetchy Water and Power (HHWP), responsible for ensuring access to and the professional care, management, and maintenance of HHWP's Records and Archives, including document preservation and the organization and storage of physical archives. This position will oversee daily operations, lead the relocation of physical records to a new records vault, and ensure a seamless transition with minimal disruption. Additionally, this role involves analyzing current practices, identifying areas for improvement, and developing and revising systems, procedures, and processes for efficient records requests, searches, and inventory management. This position requires a strategic thinker with strong organizational skills and a deep understanding of archival best practices and records management systems.
TASKS:
Design the layout of the new Records Vault. Create a numbering system for shelving and ensure each box location has been updated in the eDocs Records system based upon its new location in the Vault. Coordinate the disposition of non-Records and/or Records that have reached their required retention period and are up for destruction. Coordinate with Hetch Hetchy Labor crews to move Records to the Vault and coordinate disposition/destruction of Records as mentioned above.
Develop, manage, and monitor the departmental archives program; update file plan annually, manage records requests for entry program, train records coordinators. Ensure program is carried out with fidelity by other staff.
Coordinate and facilitate archives access and search requests by staff, and consultants who work at Hetch Hetchy Water and Power, as well as responding to records and archives information inquiries and Public Information requests.
Analyze trends, prepare statistical reports and make recommendations for new procedures and processes based on analysis. Coordinate with Hetchy staff and other staff in SFPUC to carry out new procedures and processes.
Ensure that documentation pertaining to past and current Hetchy capital projects as well as documentation related to operational activities is efficiently recorded maintained, secured, and made accessible. Documentation includes, but is not limited to reports, engineering design and technical drawings, legal documents, manuals, maps, and correspondence.
Plan, direct, and supervise the work performed by consultants on records search, retrieval, and archiving policies and procedures.
Ensure the creation of records that contain accurate, complete, and usable information, including the development and management of metadata.
Identify and preserve Vital Records as well as items of enduring historic value.
Respond in an accurate and timely manner to document search requests and legal holds; develop a continuous improvement program for Records and Archives customer service.
Produce dashboards and reports on the content of HHWP Records & Archives systems for transparency, quality assurance, and operational improvement for the organization. Drive and manage the efforts towards operational improvement and program success.
Work collaboratively and cross-functionally to create and implement training programs for employees in various user groups on how to locate, access, and enter documents in Records systems including SharePoint and Hummingbird/eDocs. Track training programs and improve systems and procedures, as necessary.
RESPONSIBLE FOR ARCHIVAL MAINTENANCE:
o Evaluate and coordinate the re-housing and stabilization of archives.
o Ensure compliance with government regulations related to archives.
o Ensure accurate and up-to-date inventories and reconciliation of archives and records, including spot check inventories.
o Responsible for the appraisal, arrangement, and description of Records and Archives collections in accordance with recognized standards (e.g. ISO 15489)
o Maintain records of and prioritize processing backlog.
o Oversee housekeeping related activities, as pertains to archives.
o Purchases archival supplies.
o Oversee hazard mitigation and preservation of archival documents that have been kept in sub-optimal conditions/environments.
QUALIFICATIONS:
Possession of a baccalaureate degree from an accredited college or university and three (3) years full-time equivalent experience performing professional-level analytical work in Records and/or Archives administration. Qualifying professional-level analytical work includes analysis, development, administration, and reporting in major programs and functions of an organization in the areas of budgets, contracts, grants, policy, or other functional areas related to the duties of the position.
