Policy and Records Management Officer

How To Apply

To apply for this position, Download, complete and submit the fillable application form (found on the OHA website) along with a resume and cover letter to:

OFFICE OF HAWAIIAN AFFAIRS
560 N. Nimitz Highway, Suite 200
Honolulu, Hawai‘i 96817
Attention: Human Resources

Or via email: careers@oha.org

Office of Hawaiian Affairs (OHA) employees must be permanent Hawaii residents. Out-of-state applicants who are offered employment with OHA will need to relocate to Hawaii and establish permanent residency.

SALARY

$69,696 to $85,560 per year. Starting salary may be between the minimum and maximum salary range provided, based on qualifications.

GENERAL PURPOSE OF POSITION

The Policy and Records Management Officer is responsible for arranging, describing, preserving and providing access to OHA records with long-term, historical value; recommends and performs records reformatting, indexing, and delivery solutions for permanent and inactive records; and maintains record keeping systems, including a database catalog, as well as provides reference services to OHA Divisions/Programs and the general public.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

1. Records Management

a. Manages the OHA physical archives at on-site and off-site locations and the OHA library. Assists the General Counsel’s office with the coordination of electronic records management.

b. Manages sensitive information, the content of which frequently pertains to public information. In addition to physical documentation, this also includes, but is not limited to:

· Board and committee meeting minutes, including the timely acquisition of original documentation and review of postings to the OHA website.

· Uniform Information Practices Act (UIPA) requests, tracking and responses, reporting record retention information to the OIP via web site, and other administrative actions.

· Hawaii State Act 10 statute compliance, monitoring, reporting and assisting management in the event of a security breach, and other administrative actions.

c. Applies appropriate judgment, discretion, and adherence to a professional code of ethics e.g., Society of American Archivists (SAA) and Association of Records Managers and Administrators (ARMA), Hawaii state statutes, such as HRS Section 92F, HRS Chapter 487J, 487N, and 487R, in all information managed.

d. Assists the General Counsel’s office with designing, researching, documenting, updating, maintaining and ensuring compliance with OHA’s records retention schedule. This includes, but is not limited to, audit compliance, federal and state compliance, and other managerial and administrative actions. Cross references records and their associated retention period with state and federal statutes, and managerial and administrative actions.

e. Coordinates the implementation of records storage and indexing solutions. Participates in developing system work sites, electronic libraries, or other information access systems.

f. Performs, documents, updates, and maintains inventories of active and inactive record storage areas in a physical and electronic environment. This includes, but is not limited to, working with the General Counsel’s office on the definition of record types, metadata, listing of catalogs, and other components required to efficiently store, retrieve, and dispose / destroy records, both physically and electronically.

g. Ensures pertinent records are prepped, scanned, indexed and electronically stored, submitted to other parties for posting e.g., OHA website and backed- up in a current format.

h. Assists General Counsel’s office and OHA divisions and programs in implementing, maintaining and performing periodic reviews to ensure records are reformatted and backed-up when appropriate e.g., microfilm, copy photography, digital imaging; may also prepare records for reformatting, including creation of targets, in accordance with Records Management Unit, International Standards Organization (ISO) and Association for Information and Image Management (AIIM) guidelines.

i. Regularly works with records custodians. Performs quality control and compliance reviews and provides formal findings, recommendations, or work- around solutions to the General Counsel office.

j. Works with program staff to coordinate the scheduling of physical and electronic records disposition; recommends active and inactive records storage periods in accordance with federal, state, local, and other statutes, including collaborating with appropriate internal or external parties.

k. Processes records according to archival principles and standards e.g., Dublin Core Metadata Initiative, Society of American Archivists (SAA) and creates finding aids and indexes for internal and external use.

l. Preserves records by identifying endangered materials and level of conservation work needed; provides basic repair and preventive preservation for paper records. Collaborates with internal and external parties to define the historical significance of records and other materials.

m. Assists the General Counsel’s office in designing and presenting training material for OHA Trustees and staff.

n. Coordinates participation in Library of Congress’ National Union Catalog of Manuscript Collections (NUCMUC), National Inventory of Documentary Sources (NIDS) and other shared national/international systems, as they become available.

o. Maintains archival collections management information, including up-to-date shelf list inventory, transfer, and disposal/destruction records. Maintains data in MARC-based database or equivalent, utilizing data for production of electronic finding aids.

p. Assists with researching, planning, developing, and implementing short and long-range goals for the archives and records center in coordination with each division and/or program and other internal and/or external parties. This includes compliance with OHA business and work plans.

q. Drafts policies and procedures related to records management for review by General Counsel and approval by the Chief Executive Officer.

r. Assists the General Counsel’s office with contributing data for the program budget, researches new purchases, and other costs, including involvement with procurement, purchasing, and payment processes.

2. Policy Framework

a. Maintains OHA’s Policy Framework, including policy inventory, electronic site, and documents; establishes formats and communicates reminders and updated renewal schedules, assists operating units with new policies working with assigned policy stewards.

3. Other Technical Duties

a. Provides reference services to internal and external audiences by providing access, interpreting finding aids, and providing instruction on the proper handling of materials appropriate to the individual researcher’s needs. This position may be required to respond in person, by phone, e-mail or fax, and may also refer researchers to other resources.

b. Recruits, trains and supervises interns and volunteers, as needed.

c. Researches new technologies, automation, and new software and hardware for physical archives and records center, as needed.

d. Regular attendance on a daily basis is required for this position.

OTHER DUTIES/RESPONSIBILITIES

Performs other duties as assigned by Senior Legal Counsel and/or General Counsel.

MINIMUM QUALIFICATIONS

Education, Training and/or Experience

1. Graduation from an accredited college or university in archives management, library science, or a related field. Master of Arts in Library or Information Science is preferred.

2. Three (3) years of progressively responsible work experience in archives or records management programs or projects and/or information settings, and in records management and computer technology.

Knowledge, Skills and Abilities

1. Must have working knowledge of:

• Contemporary archival and records management principles and practices
• Rules, regulations, and laws relating to archives/records center and public records
• Descriptive cataloging principles
• Encoded Archival Description (EAD) and HTM
• General administrative principles and practices

2. Must have demonstrated skills or ability to:

• Analyze and solve complex problems pertaining to archival methods and procedures
• Plan, organize, and carry out a broad range of technical support services relating to information systems and records management
• Work efficiently and effectively in a dynamic and evolving environment
• Analyze an information network and recommend changes and improvements to ensure reliable and consistent service to users
• Present facts clearly both orally and in writing
• Deal tactfully and effectively and establish and maintain working relationships, with other employees, external agencies and their representatives, and with the general public
• Review and prepare reports requiring judgment as to the nature of the problem and potential solutions
• Speak simply and directly in conveying information on various technical and administrative aspects of the program

An Equal Opportunity Employer

Job Type: Full-time

Pay: $69,696.00 - $85,560.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

Salary : $69,696 - $85,560