2M80

PAY RANGE: N25

RECORDS OPERATIONS MANAGER

GENERAL DEFINITION

     This is administrative management work directing Records Department operations through subordinate supervisors.  The position in this class directs, through subordinate supervisors, operations with responsibility for planning, monitoring and evaluating services to ensure that municipal records are appropriately created, controlled, and managed.  In addition to the above City Charter responsibilities, the position also directs other non-records management work legally mandated by state, county and City code in a number of departmental units including the Recorder of Deeds, mapping Registry, Campaign Finance, Financial Disclosure, Conflict of Financial Interests, City Regulations, Police & Fire Reports, Land Records, City Archives Public Service, Photography, No-Bid Contract Reports and Document Notice databases.  Developing, implementing and evaluating plans to improve performance; monitoring compliance with legal mandates; providing input and participating in decision-making affecting the departmental budget; and performing quality assurance are important aspects of the work.  Work is performed under the direction of the Commissioner of Records. 

ALLOCATING FACTORS     (The following conditions must be met for a position to be approved for this class.)

· Only one position will be allocated to this class in the Records Department.

· The position in this class must direct, through subordinate supervisors, operations and other legally mandated records work with responsibility for planning, monitoring and evaluating services to ensure that municipal records are appropriately created, controlled, and managed.

· The position in this class must direct Records Department operations through subordinate supervisors.

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

     Plans, implements and directs, through subordinate supervisors, operations, records management and other legally mandated (State, City, Charter) non-records management work including, but not limited to the Recorder of Deeds for the County and City of Philadelphia; mapping Registry; Police & Fire Reports; Land Records Reference; City Archives; Photography; and the Campaign Finance Filing Center; directs the maintenance of a variety of reports or databases for City Regulations, Campaign Finance, Financial Disclosure, Conflict of Financial Interests, No-Bid Contracts, Document Notice and other areas as required; directs the operations of the City’s central reprographics, records management, records storage and related services; ensures conformance to legal mandates; develops and recommends performance goals and standards; plans, monitors and evaluates operations to ensure that standards and objectives are consistently met.

Plans and assigns work to subordinate supervisors and periodically adjusts work

priorities; plans and schedules project completion dates; monitors department-wide operations to prevent resource or scheduling conflicts; coordinates work across units as required and ensures that work is completed on schedule; reviews and approves requests for contracted work if required by cost, time or other considerations; engages supervisors and production staff to identify operational issues; ensures that immediate and long-term resource needs are identified, documented, and met; gathers and reports feedback from supervisors and staff about work processes and recommendations for improvement.

Actively participates in the establishment and revision of administrative policies;  monitors, makes recommendations and participates in decision making affecting the departmental budget; provides input to the Commissioner for performance management, strategic planning, and organizational development; develops reports to analyze productivity, quality of work, client satisfaction, operational strengths, and areas for improvement; monitors changes in laws and other mandates that affect the Records Department; evaluates the impact of legal changes and implements new work processes for compliance; conducts research about public administration and reprographic industry best practices for comparative analysis; evaluates services using performance metrics, descriptive statistics, feedback surveys, and other methods; monitors unit budgets and resource use to recommend cost-reduction strategies.

Serves as Records Department client liaison to City agencies, the public, businesses and professionals regarding services and work requests; represents the Commissioner of Records in an official capacity; determines and reviews administrative procedures for the usage of services; develops a comprehensive system to document and monitor the completion of active work requests; reviews production specifications and work for completion and accuracy; determines and implements quality assurance procedures; interacts with vendors, clients, and stakeholders to implement operations according to performance standards and objectives.

Performs related work as required.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES 

KNOWLEDGE OF:

• the principles and practices of public administration including such areas as budgeting, organizational development and staffing
• the principles and methods of performance management and strategic planning

• legal and administrative rules and regulations of records disposal and retention
• the provisions of departmental, city and state regulations, ordinances and laws as applied to the recording of real estate transactions
• work processes and quality standards of Records Department programs and services such as the methods, practices, and procedures used in land title work, title registration work, reprographic work and archival work.
• archival standards, procedures, and practices used in the classification of records, documents and papers.
• the principles used to schedule a high volume of general and emergency printing services
• the principles and practices of supervision, including methods of planning and directing the work of professional, technical and clerical personnel
• customer service principles

SKILL IN:

• analyzing work processes
• developing, evaluating and revising operational policies, plans and procedures
• effectively interacting with personnel and managers in other City agencies

ABILITY TO:

• analyze and evaluate complex organizational, administrative and managerial problems
• analyze the impact of laws, regulations, policies and procedures that affect Records Department operations
• develop analytical reports about operations and performance, and make recommendations for improvement
• implement quality assurance procedures and administrative systems to monitor work completion
• formulate new or alternative strategies to achieve goals and objectives
• establish and maintain effective working relationships with associates, representatives of City agencies, professionals and the public
• prepare reports, charts, layouts, forms, handbooks and other informational materials
• effectively communicate, both orally and in writing

MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests.  Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 5/13.)

EDUCATION:

Completion of a bachelor’s degree program at an accredited college or university.

AND

GENERAL EXPERIENCE:

            Four years of general records administration experience, including two years of full performance administrative, program, personnel analysis, or operations support work within the Records Department.

AND

SPECIFIC EXPERIENCE:

            Two years performing executive staff assistance or administrative management work within the Records Department with responsibility for analyzing a program or departmental operations for consistency with goals and policies, and monitoring work processes to ensure the achievement of service objectives.

OR

Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources which has included the completion of a bachelor’s degree and the specific experience described above.

PHYSICAL AND MEDICAL REQUIREMENTS

Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.

LICENSES, REGISTRATIONS AND/OR CERTIFICATES

Possession of a valid proper class motor vehicle operator's license as issued by the Commonwealth of Pennsylvania prior to appointment and during tenure of employment as a Records Operations Manager.         

Class Established:

CSC - 4/13

Ad. Board - 5/13

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