Program and Records Manager - Cumming, United States - Forsyth County, GA

Description

Salary: $51,041.00 Annually

Location : Cumming, GA

Job Type: Full-time

Job Number: 03075

Department: E-911

Opening Date: 05/06/2024

Closing Date: 5/20/2024 11:59 PM Eastern

Position Information

The purpose of this classification is to serve as the senior staff responsible for leading, planning and managing programs for the E-911 Center's outreach, special projects, and records management.
Job Summary

The following duties are normal for this position. The omission of specific statements of certain duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Develops, promotes, implements, and oversees education programs on E-911 and emergency services; schedules programs, talks, displays, and demonstrations.

Plans, organizes, and prepares for all E-911 programs and activities; selects and presents appropriate programs for target audience such as school children, senior citizens, businesses, civic groups, or potential job candidates.

Surveys community needs to determine the most critical; predicts future needs; verifies success of current programs; designs new or modifies in-place programs to meet community requirements.

Establishes and maintains positive public relations; attends a variety of community and volunteer organization meetings including job recruitment fairs.

Prepares public information materials and campaigns on emergency services and E-911; disseminates information to the public through the news media and community meetings; responds to requests for additional information.

Serves as the department/agency records custodian, senior technical expert on agency-wide electronic and non-electronic records management issues. Advises Department Head on adequacy of documentation and creation and management of agency records, keeping senior management informed on current and projected operational requirements, issues, legislative, and regulatory matters. Facilitates communications on matters relating to records/information and the management of records.

Receives, records, and processes agency Open Records Requests in accordance with state law and county policy.
Works closely and proactively with legal counsel within the Department/Agency to ensure that records/information assets are managed to ensure government accountability, protect the interests of the public, and mitigate records-related litigation risks.

Leads the transformation of agency records management processes to address the challenges posed by electronic records.

Participates in Department/Agency capital planning process for all major information systems to ensure that records management functionality appropriate to the records/information assets they support is included in system design. Advises program managers and IT managers on metadata requirements necessary to achieve this functionality.

Works with the CIO to build records management functionality into the Department/Agency enterprise architecture and to ensure all Department/Agency information systems incorporate records management functionality appropriate to the records/information assets they support. Consults with the CIO to assure that records management technology in use is consistent with Department/Agency enterprise architecture.

Formulates and oversees the implementation of Department/Agency policy and guidance for record-keeping in accordance with Department/Agency strategic plan; Congressional mandates for all electronic and non-electronic records; National Archives and Records Administration (NARA) regulations, standards, and guidance; and appropriate national and international professional records/information management standards.

Plans, organizes, directs, reviews, coordinates, and establishes controls for all Department/Agency records activities.

Coordinates with Department/Agency program managers to ensure records creation, maintenance, use, and disposition are in accordance with this guidance and the Federal Records Act. Promotes effective records management throughout the Department/Agency.

Ensures that Department/Agency personnel are knowledgeable and kept current about records management principles and requirements, and that they receive records management training appropriate to their needs.

Maintains computerized inventory records; updates records to reflect status of inventory items; enters logs, requisitions, purchase orders, and administrative requests into computer; issues equipment to new employees (trainees), produces inventory reports. Makes recommendations concerning purchase and upgrade of equipment and software.

Compiles or monitors administrative and/or statistical data pertaining to Center operations; analyzes data and identifies trends; summarizes data and prepares reports.

Makes presentations as requested; serves on and attends meetings of special panels, boards and/or committees; attends workshops and trainings as appropriate.

Completes, prepares, reviews, and/or approves a variety of forms, logs, requests, records, reports, correspondence, and other documents associated with the daily responsibilities of this position; maintains administrative records and files.

Cooperates with federal, state, and local law enforcement agencies and their officers/representatives when activities are related to investigations within County jurisdiction.

Substitutes for co-workers in temporary absence of same including call taking and dispatch; serves as alternate timekeeper for the department, provides assistance to other employees or departments as needed.

Maintains a comprehensive, current knowledge of applicable laws/regulations; maintains an awareness of new technologies, procedures, trends, and advances in the profession; reads professional literature; maintains professional affiliations; attends workshops and training sessions as appropriate.

Attends training courses as offered by the department or as required by law to maintain applicable certifications, remain informed of departmental operations, and to promote improved job performance; trains new dispatch personnel as assigned.

Implements quality assurance actions; critiques open records procedures and policies.
Responds to questions or complaints related to records; researches problems/complaints, reports findings to director, and initiates problem resolution

Maintains inventory of equipment and supplies; ensures availability of adequate materials to conduct work activities; initiates requisitions for new/replacement materials; makes recommendations concerning purchase/upgrade of equipment and software. Issues new equipment to trainees.

ADDITIONAL FUNCTIONS

This classification is designated as a safety sensitive position which is subject to random drug and alcohol testing and any other drug testing methods as stated in policies adopted by Forsyth County concerning drug and alcohol.

Performs other related duties as required.
Minimum Qualifications

High school diploma or GED; supplemented by vocational training in public safety dispatching and radio communications; supplemented by three (3) years previous experience and/or training that includes public safety records management and maintenance, automated records systems, personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must possess and maintain valid Georgia Peace Office Standards & Training (POST) Communications Officer and Emergency Medical Dispatcher certifications. Must possess and maintain valid CPR/First Aid certification.

BENEFITS PROVIDED BY FORSYTH COUNTY TO FULL-TIME EMPLOYEES:

Personal Leave Accrual

Personal leave shall be accrued as follows:

0 - 4 Years - 20 days per year hours per pay period
Years - 25 days per year hours per pay period
15+Years - 30 days per year hours per pay period

Observed Holidays

New Year's Day, Martin Luther King Day, Memorial Day, Independence Day, Labor Day, Veteran's Day, Thanksgiving (2), and Christmas (2).

Medical Insurance
The Forsyth County Board of Commissioners offers employees a choice of two medical plans offered by Aetna and a plan offered by Kaiser Permanente.

• Aetna Choice POS II - $2000 Individual Deductible (Basic Plan)
• Aetna Choice POS II - $1000 Individual Deductible (Plus Plan)
• Kaiser Permanente HMO- $0 Individual Deductible

Dental Insurance
The Forsyth County Board of Commissioners offers two dental plans from Delta Dental:

• Base $1,000 Plan
• Buy-Up $1,500 Plan

Vision Insurance
The vision plan offered by Forsyth County Board of Commissioners is administered by Aetna and will offer office visit copays for exams, as well as copays for lenses, frames, and contacts.

Basic Life & AD&D Insurance
The Forsyth County Board of Commissioners recognizes the importance of basic life insurance for all of its employees. The Board provides term life insurance and accidental death and dismemberment (AD&D) protection for each full-time employee. This is a County-paid benefit.

Disability Insurance - Short Term and Long Term
100% paid by Forsyth County. Eligibility begins date of hire.

Short Term Disability - 60% of weekly earnings to a maximum of $1,000.00 a week. Eligibility begins 14 days after an accident or sickness and has a benefit period of 24 weeks.

Long Term Disability - 60% of monthly earnings to a maximum of $5,000.00 a month. Eligibility begins at 26 weeks to coordinate with the end of Short Term benefits and continues 24 months (Own Occupation).

Additional Life Insurance and AD&D
Rates vary based on amount of coverage selected. Additional life insurance may be purchased for employee, spouse, and children.

Retirement Plan (401K)

Fully vested at five years of employment - 20% graduated vesting annually. Eligible to begin contributions immediately upon hire.

Six Months through One Year of County Service
Forsyth County matches your contributions, dollar for dollar, up to 5% of your pay. That's a 100% return on the first 5% of pay you save.

Years One through Five
Forsyth County "seeds" your account with 5% of your pay each year, and matches 100% of what you contribute, up to 5% of your pay.

Years 5 through 10
The County continues its automatic "seed" contribution of 5% of pay, matches up to the first 5% of pay that you contribute, then adds a 50% match up to the next 5%.

After 10 Years of Service
You continue to receive a 100% County match on the first 5% of pay you contribute, and 50% on the next 5% of pay you save. But now, the automatic contribution the County makes to "seed" your account each year increases to 7.5% of your pay.

01

Do you have a high school diploma or a G.E.D?

• Yes
• No

02

Do you have at least three (3) years previous experience and/or training that includes public safety records management and maintenance, automated records systems, personal computer operations?

• Yes
• No

03

Do you possess a valid Georgia Peace Officer Standards & Training (POST) Communications Office certification?

• Yes
• No

04

Do you possess an Emergency Medical Dispatcher certification?

• Yes
• No

Required Question