Supervisor, Records ManagementDate:Nov 9, 2024Location: Honolulu, Hawaii (HI), US, 96840 Company: hawaiianel We recognize our competitive advantage our people. We believe in our people, who share our vision of meeting the needs of our employees, customers, and communities and who carry out the continued success of the company. Our employees are committed to the company's foundational values: integrity, excellence, teamwork, environmental stewardship, and community commitment. In turn, we invest in our employees, providing opportunities for challenge and advancement and offering a competitive compensation package. BRIEF POSTING DESCRIPTION: The P NC LEGAL Department of the P LEGAL Division at Hawaiian Electric Company has 1 Management vacancy available. (Role: Professional Supervisor) JOB FUNCTION: Provides primary support for the design, development, implementation, training, and periodic evaluation of the Company’s Records Management Policy, Records Retention Schedule and records and information management systems, programs and tools. Ensures that the Company’s records and information management policies and procedures align with industry best-practices and conform to applicable legal and regulatory requirements for management of the Company’s records. Supervises Records Management Coordinators and serves as the department’s lead project manager. ESSENTIAL FUNCTIONS: Program Management
Leads, designs, develops, implements, and periodically evaluates the Company’s records and information management program, including policies, practices and procedures, to ensure they align with industry best-practices and conform to applicable legal and regulatory requirements for management of the Company’s Official Records. Stays abreast of laws, regulations and legislation that impact the Company’s records and information management program. Leads the transition/conversion from legacy records management systems, programs and tools, as needed.
Periodically reviews and updates the Company’s Records Management Policy and Records Retention Schedule in accordance with applicable legal and regulatory requirements and best practices, and leads and makes recommendations for periodic updates to records and information practices and procedures, and records and information management systems, programs and tools.
Records Management Operations
Leads, coordinates and supports the day-to-day activities relating to the effective and efficient management of the Company’s Official Records through all phases of the information and records management lifecycle, including (1) creation (or receipt) and use, (2) maintenance, storage and retrieval, and (3) appraisal, retention and protection, and (4) disposition, all in accordance with the Company’s Records Management Policy and Records Retention Schedule.
Works with all levels of Company personnel to ensure consistency, uniform implementation, and use of the Company’s Records Management Policy, Records Retention Schedule and other information and records management systems and tools.
Supervision and Leadership
Directs, supervises, and evaluates activities of Records Management Coordinators to ensure that Company and department goals and objectives are achieved. Responsible for personnel administration for the department, including training and development, coaching, mentoring, corrective action and performance management.
Technology and Special Projects
Working with the Company’s Chief Information Officer process area, performs detailed analyses and design of records and information management technology, including new system design and development or modification or integration of existing records management systems.
Coordinates, schedules, and leads regularly scheduled and on-demand institutional training relating to the Company’s Records Management Policy, Records Retention Schedule, and information and records management systems, programs and tools.
Coordinates, schedules, and leads periodic records management compliance audits and surveys, including written reports and recommendations.
Participates in Company emergency response activities as assigned, including any activities required to prepare for such emergency response. Other duties as assigned.
BASIC QUALIFICATIONS:
Knowledge Requirements
Thorough knowledge of records and information management principles and practices normally acquired through a college level curriculum resulting in a bachelor’s degree; or equivalent combination of education and/or relevant professional experience.
Thorough knowledge of both manual and automated records and information management processes and related document management technologies.
Thorough knowledge of personal computers and/or mainframe systems, cloud-based and related software applications to include word processing, spreadsheets, presentations, data bases, and project management.
Working knowledge of the Association of Records Managers & Administrators’ (ARMA) Generally Accepted Recordkeeping Principles, the Institute of Certified Records Managers’ fundamental records and information management practices, and the National Association of Regulatory Utility Commissioner’s (NARUC) Regulations to Govern the Preservation of Records of Electric, Gas and Water Utilities.
Skills Requirements
Supervisory/leadership skills including effective written, oral and listening communication skills; conflict resolution skills; the ability to direct, monitor, and review the work of others; the ability to work with a variety of individuals and the ability to train others.
Strongly motivated self-starter and strategic thinker with ability and drive to successfully manage multiple projects with competing priorities in a timely and effective manner.
Excellent collaborative skills including effective written, oral, listening, communication, and conflict resolution skills.
Ability to handle confidential and sensitive information using tact, courtesy and discretion.
Exhibits good judgment, common sense and high degree of professionalism.
Demonstrated ability to remain flexible in a demanding work environment, adapt to rapidly changing priorities, and follow through on projects.
Demonstrated analytical administrative skills required for such tasks as preparing, monitoring and analyzing forecasts; and carrying out Company/Department policies and procedures.
Demonstrated presentation skills to conduct and facilitate briefings, trainings and meetings.
Experience Requirements
3-5 years of of related work or business experience, preferably in records and/or information management.
3-5 years of project management or related work or business experience.
1-2 years of analytical experience in simple systems to complex systems.
1-2 years of supervisory experience or experience leading teams, highly preferred.
Role: Professional Supervisor
Number of Vacancies: 1
Location: Honolulu – Oahu
Hiring Range: The hiring range for the Supervisor, Records Management [Req ID 9362] position is $69,700.00 to $74,000.00. The person selected will be placed according to his/her skills and qualifications.
About Hawaiian Electric Companies
Hawaiian Electric Companies provide electricity and services to 95 percent of the state's 1.4 million residents. The company is also one of the state's leading employers and a major contributor and supporter of community and educational programs. The demand for power that has fueled the growth of the Hawaiian Islands has been met by Hawaiian Electric Companies for well over a century. And as the next millennium unfolds, the company is committed to providing quality service and seeking clean local energy sources to power generations of Hawaii families and businesses to come. Visit us at http://hawaiianelectric.com . Interested individuals should apply online. The application must clearly indicate the demonstrated experience/knowledge/skills/abilities the candidate possesses which specifically qualifies him/her for the position. Applicant CertificationBy submitting an application for the position, candidates:
Authorize the Hawaiian Electric Companies to confirm all statements contained in the application and/or any materials submitted and made a part of the application as they relate to the position and to the extent permitted by law;
Authorize and consent to, without reservation, the Hawaiian Electric Companies sharing any and all information regarding previous or present employment, educational training or personal information from their records and from any other source with the hiring department or subsidiary company;
Release, discharge, and hold harmless, Hawaiian Electric Companies, from any and all liability for any damage which may be claimed as a result of furnishing such information to the hiring department or subsidiary company;
Authorizes release and transfer of all personnel records to be maintained by the hiring company in the event of an inter-company transfer; and
Authorize, direct, and consent to Hawaiian Electric Companies and/or its authorized agents to conduct investigations into candidates' background. These investigations may include, but are not limited to searches for information about applicants; record of criminal convictions to the extent permitted by law, education records, professional certifications, personal character references, and employment history.
EEO Statement
Hawaiian Electric Companies is an equal employment opportunity/affirmative action employer. We actively seek diversity among our employees. We do not discriminate on the basis of age, race, color, religion, sex/gender (including gender identity/expression), ancestry/national origin, disability, marital status, arrest and court record, sexual orientation, pregnancy, veteran status, genetic information, domestic or sexual violence victim status, or other protected categories in accordance with state and federal laws. We further encourage individuals with disabilities, minorities, veterans and women to apply. Hawaiian Electric Companies complies with Title I of the Americans with Disabilities Act. Any request for reasonable accommodation needed during the application process should be communicated by the candidate to the HR Service Center at (808) 543-4848. Affiliate DisclaimerHawaiian Electric Company, Inc., Maui Electric Company, and Hawaii Electric Light (“Company”) are Hawaii Public Utilities Commission (“PUC”) regulated companies. The disclosure relating to Affiliate Transaction Requirements that follows is made pursuant to the PUC’s Decision and Order No. 35962, issued on December 19, 2018, and subsequently modified by Order No. 36112, issued on January 24, 2019 in Docket No. 2018-0065.By submitting your application, you understand and acknowledge that, if you are hired by the Company and subsequently transferred, assigned or otherwise employed by an Affiliate, said Affiliate will be required to make a one-time payment to the Company in an amount up to twenty-five percent (25%) of your base annual compensation. In addition, if you are hired by the Company and subsequently transferred, assigned or otherwise employed by an Affiliate or an Affiliate-Related Entity, for a period of one year, you cannot appear in negotiations or otherwise interact directly with the Company or work on the same matter that you worked on while with the Company. Affiliate is defined as “any person or entity that possesses an ‘affiliate interest’ in a utility as defined by section 269-19.5, Hawaii Revised Statutes (“HRS”), including a utility’s parent holding company, except as otherwise provided by HRS section 269-19.5(h).”Affiliate-Related Entity is defined as “a third party that provides electricity-related services in a regulated utility’s service territory that has a material financial, operational, or ownership interest with an unregulated affiliate of the utility and of whom the utility has reasonable knowledge.” For a current list of all Affiliates and Affiliate-Related Entities, please see: https://www.hawaiianelectric.com/about-us/key-performance-metrics/financial/affiliate-transactions This list may be amended, updated or revised from time to time without notice. Nearest Major Market:HonoluluNearest Secondary Market:Hawaii
