Headquartered in San Francisco, we have 2,300 employees operating across eight counties serving more than 2.7 million customers in the San Francisco Bay Area - 24 hours per day, 365 days per year. This position is located at the Moccasin office in Tuolumne County.
Our Mission: To provide our customers with high quality, efficient, and reliable water, power, and wastewater services in a manner that values environmental and community interests and sustains the resources entrusted to our care.
Our Vision: We are an innovative utility leader, recognized for excellent results in service, safety, stewardship, and inclusiveness.
We are an award-winning and industry-leading utilities organization committed to our customers, community interests, and the environment. To learn more about our organization, please visit our website at https://www.sfpuc.org/.
About the Role:
Under general direction, the Senior Management Assistant will serve as Hetch Hetchy Water and Power's Records and Archives Lead. The position is responsible for access to, professional care, daily management, and maintenance of Hetch Hetchy Water and Power (HHWP) Records and Archives, including document preservation, and physical archive storage solutions and organization. The position will manage the move of physical records to a new records vault and also analyze and refresh various aspects of the Records and Archives program. This will include developing and revising systems, procedures, and processes for records requests, searches, and inventory.
Essential Duties:
Design the layout of the new Records Vault. Create a numbering system for shelving and ensure each box location has been updated in the eDocs Records system based upon its new location in the Vault. Coordinate the disposition of non-Records and/or Records that have reached their required retention period and are up for destruction. Coordinate with Hetch Hetchy Labor crews to move Records to the Vault and coordinate disposition/destruction of Records as mentioned above.
Develop, manage, and monitor the departmental archives program; update file plan annually, manage records requests for entry program, train records coordinators. Ensure program is carried out with fidelity by other staff.
Coordinate and facilitate archives access and search requests by staff, and consultants who work at Hetch Hetchy Water and Power, as well as responding to records and archives information inquiries and Public Information requests.
Analyze trends, prepare statistical reports and make recommendations for new procedures and processes based on analysis. Coordinate with Hetchy staff and other staff in SFPUC to carry out new procedures and processes.
Ensure that documentation pertaining to past and current Hetchy capital projects as well as documentation related to operational activities is efficiently recorded maintained, secured, and made accessible. Documentation includes, but is not limited to reports, engineering design and technical drawings, legal documents, manuals, maps, and correspondence.
Responsible for archival maintenance: Evaluate and coordinate the re-housing and stabilization of archives, Ensure compliance with government regulations related to archives, Ensure accurate and up-to-date inventories and reconciliation of archives and records, including spot check inventories, Responsible for the appraisal, arrangement, and description of Records and Archives collections in accordance with recognized standards (e.g. ISO 15489), Maintain records of and prioritize processing backlog, Oversee housekeeping related activities, as pertains to archives, Purchase archival supplies, Oversee hazard mitigation and preservation of archival documents that have been kept in sub-optimal conditions/environments.
Plan, direct, and supervise the work performed by Moccasin Records staff and consultants on records search, retrieval, and archiving policies and procedures.
Ensure the creation of records that contain accurate, complete, and usable information, including the development and management of metadata.
Identify and preserve Vital Records as well as items of enduring historic value.
Respond in an accurate and timely manner to document search requests and legal holds; develop a continuous improvement program for Records and Archives customer service.
Produce dashboards and reports on the content of HHWP Records & Archives systems for transparency, quality assurance, and operational improvement for the organization. Drive and manage the efforts towards operational improvement and program success.
Work collaboratively and cross-functionally to create and implement training programs for employees in various user groups on how to locate, access, and enter documents in Records systems including SharePoint and Hummingbird/eDocs. Track success of training programs and improve systems and procedures, as necessary.
Prepares strategic planning documents for the Records function at HHWP, including the roadmap for the Records and Information Management program and corresponding organizational and operating models.
May lead the coordination and management of new programs based on evaluation of existing programs and other duties as assigned.