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RECORDS COMPLIANCE MANAGER
03280
(Competitive)


DISTINGUISHING FEATURES OF THE CLASS

The work involves responsibility for a variety of administrative and managerial functions in the operation of the Information Management Section of a department. Under general supervision of an administrative supervisor, an employee in this class is responsible for the effective administration, management and planning of activities in the areas of records retention, general office management, procedural system design and implementation, data processing and grants administration. This is an important administrative and managerial position. Work also involves analyzing, designing and implementing management systems to improve work flow, supervision and management of professional and support staff and some budget administration. Work is performed with considerable leeway for independent action and judgment. Does related work as required.

TYPICAL WORK ACTIVITIES

Supervises the Information Management Section for a Department including all staff and records;

Performs management studies to analyze work flow, file maintenance, record and data keeping systems, reporting procedures and related activities in order to develop and implement model systems which will improve the overall operation of the department;

Provides personnel management by recruiting and interviewing candidates, selecting appropriate candidates, assigning and reassigning staff responsibilities, monitoring work progress and product, evaluating work performance, and handling personnel problems;

Monitors assigned budget and purchasing status to review expenditures, maintains control over surpluses and shortages, recommends transfers to cover shortages and to discern potential budgeting problems in order to provide effective budget management for the office;

Responsible for responding to all FOIL requests;

Analyzes the section’s current and future needs and develops ideas and systems to effectively and economically eliminate problems and inefficiencies and to organize and routinize procedural, record keeping and information systems;

Assures compliance with all legal records retention and destruction rules;

Researches, compiles and edits monthly reports on crime statistics;

May participate in grant writing initiatives;

When assigned to the Sheriff’s Department:
Issues Pistol licenses, Alarm System permits and all employee identification cards;

Responsible for the reception and maintains all records of police response to the public;

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS

Thorough knowledge of rules and laws governing records retention, including FOIL.

Thorough knowledge of the principles and practices of modern management, particularly in the areas of personnel and office management.

Thorough knowledge of the principles and practices of public administration inclusive of administrative, management and planning techniques.

Good knowledge of principles and practices of budget management and budget preparation.

Good knowledge of the principles and practices of supervision.

Working knowledge of County and departmental organizations, policies and procedures.

Ability to analyze working situations, procedures and data processing systems and to recommend appropriate solutions and improvements.

Ability to express oneself clearly and concisely both verbally and in writing.

Ability deal effectively and communicate well with the general public.

Ability to delegate responsibilities and to plan, organize and coordinate the work of subordinates.

MINIMUM QUALIFICATIONS

A.) Graduation from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees with a Baccalaureate Degree and two (2) years of full time administrative level work experience, (or its part time equivalent), one (1) year of which must have been in records management, or;

B.) Six (6) years of full time administrative work experience, (or the part time equivalent), one (1) year of which must have been in records management.

C.) An equivalent combination of training and work experience as outlined in A & B.


01/2013 Date Written