What are the responsibilities and job description for the STAFF SERVICES MANAGER I position at Secretary of State?
Are you passionate about preserving California’s history? Do you have experience working with public records or in records management? Do you enjoy working as a part of a creative, innovative, and high-performing team? If so, our Records Management Manager position is for you!
The Secretary of State’s Archives Division (State Archives) is seeking an organized, forward-thinking, and self-motivated leader to join our Management Team. As the Records Management Manager (Staff Services Manager I), you will have the opportunity to oversee statewide records management operations and the implementation of the State Records Management Act. You will report directly to the Assistant Division Chief (Deputy State Archivist) and manage the day-to-day operations of the Records Management and Appraisal Unit (RMA Unit). This position oversees a hybrid team.
As the Staff Services Manager I, you will also be responsible for:
- Streamlining and automating statewide records management forms, training, and reporting
- Reviewing records retention schedules and compliance
- Establishing and maintaining contacts with state and local agencies, the Legislature, Governor’s Office, and other external organizations
- Supervising directing, mentoring, coaching, development and evaluating the performance of staff
- Oversight over daily operations of the Records Management and Appraisal Unit, which is comprised of the California Records and Information Management (CalRIM) Unit and working in collaboration with State Records Appraisal Program (SRAP). This includes setting unit objectives and deliverables, troubleshooting complex issues, and responding to elevated customer inquiries.
- Overseeing the Local Government Records Program, providing consultation services for local government agencies regarding records management questions, concerns, policies, and procedures (i.e., records and files arrangements, classifications, and storage - both paper and electronic).
- Ensuring staff accurately review and approve Records Retention Schedules, records management guidelines, program documentation, forms and related items are completed in a timely manner.
- Updating program guidelines and publications, including the State Administrative
- Overseeing statewide records management training
- Manual (SAM) Chapter 1600
- Preparing unit reports and statistics
- Bill tracking and providing recommendations
- Making presentations to external constituencies
- Attending professional conferences
Applicants must answer the following questions:
You will find additional information about the job in the Duty Statement.
Working Conditions
Minimum Requirements
You will find the Minimum Requirements in the Class Specification.- STAFF SERVICES MANAGER I
Additional Documents
- Job Application Package Checklist
- Duty Statement
Position Details
Department Information
The Office of the Secretary of State (SOS) consists of nearly 600 dedicated public servants who uphold the rights of Californians while also striving to make our government, elections, and businesses both accessible and transparent. Led by an elected leader, accountable to the public, we are dedicated to fostering career development opportunities and growing a skilled workforce that embraces inclusion and values diversity.
Located in downtown Sacramento, the SOS building is within walking distance to a variety of eateries and amenities. Light Rail, State Capitol, Downtown Commons (DOCO), and Golden 1 Center, just to name a few. Conveniently located in the SOS building, the Gold Rush Grille offers delicious daily specials for breakfast or lunch and is open to the public. Our on-site childcare incorporates programs for children six weeks to five years old. Priority waitlist access and special discounted rates are available for SOS employees.
Special Requirements
Application Instructions
Completed applications and all required documents must be received or postmarked by the Final Filing Date in order to be considered. Dates printed on Mobile Bar Codes, such as the Quick Response (QR) Codes available at the USPS, are not considered Postmark dates for the purpose of determining timely filing of an application.
Final Filing Date: 2/20/2025Who May Apply
Applications will be screened and only the most qualified applicants will be selected to move forward in the selection process. Applicants must meet the Minimum Qualifications stated in the Classification Specification(s).
How To Apply
Address for Mailing Application Packages
You may submit your application and any applicable or required documents to:
Address for Drop-Off Application Packages
You may drop off your application and any applicable or required documents at:
Required Application Package Documents
The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:
- Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at www.CalCareers.ca.gov. All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
- Resume is optional. It may be included, but is not required.
- Supplemental Application - Please provide your responses to the supplemental questions as directed above.
Desirable Qualifications
- Creative, innovative, and a motivated self-starter who is flexible and adaptable to change
- Innovative leader with a demonstrated ability to lead a team, build strong working relationships, and foster a positive work environment; extensive supervisory experience
- Minimum of 3-5 years’ experience working with institutional records (paper and/or electronic)
- Ability to work independently and manage multiple priorities
- Project management experience
- MLIS from an ALA-accredited program with an emphasis in records management or other relevant archives/records management master’s degree with a CRM Certified Records Manager certificate desired.
- Experience reviewing state and federal law to determine division policies and/or procedures
- Excellent oral and written communication skills
- Knowledge of the California State Archives, state government history, the state budgetary process, the state legislative process, state personnel practices, and/or trends in public administration
- Ability to excel in a challenging, complex, and often time-sensitive environment
- Experience training/ teaching both internal and external stakeholders; ability to create informative, engaging presentations
Benefits
Contact Information
The Human Resources Contact is available to answer questions regarding the position or application process.
Human Resources Contact:
Natalie Venegas
(916) 653-6974
Nvenegas@sos.ca.gov
Please direct requests for Reasonable Accommodations to the interview scheduler at the time the interview is being scheduled. You may direct any additional questions regarding Reasonable Accommodations or Equal Employment Opportunity for this position(s) to the Department's EEO Office.
EEO Contact:Sarah Bielski
(916) 653-6974
sbielski@sos.ca.gov
California Relay Service: 1-800-735-2929 (TTY), 1-800-735-2922 (Voice) TTY is a Telecommunications Device for the Deaf, and is reachable only from phones equipped with a TTY Device.
About the California State Archives
State Capitol, Golden 1 Center, Downtown Commons (DOCO), and other amenities.
Equal Opportunity Employer
The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.
It is an objective of the State of California to achieve a drug-free work place. Any applicant for state employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.
