Records Management System Administrator

Job Description:

Calvert County Government is seeking an experienced and motivated Records Manager to lead the development and implementation of a countywide records management program. In this key role, you will support the secure, efficient, and legally compliant handling of both electronic and physical records across all departments.

As the Records Manager, you will:

• Oversee the scanning and digitization of paper records

• Develop and implement electronic workflows and document processing systems

• Coordinate with vendors and internal stakeholders

• Ensure compliance with retention schedules and support records transfer to the State Archives

• Play a vital role in shaping the County’s broader data governance strategy by ensuring accurate classification, access control, and lifecycle management of critical information assets

We’re looking for a strategic thinker with a strong understanding of records lifecycle management, enterprise information systems, and data governance principles. This is a great opportunity for someone who thrives in a leadership role and is passionate about building smarter, more resilient information ecosystems.

Take the next step in your career—and help us manage and protect the data that powers county government. 

This position supports the County's efforts to provide secure, reliable and legally compliant records management. Work involves responsibility for the development and implementation of the records management program.   As part of this program, the position leads the evaluation of the printing, copying and scanning needs in all county departments, develops and prioritizes equipment upgrade and replacement schedules and participates in budget planning and development to support this schedule. 

Position responsibilities include development of electronic workflows to streamline the creation of electronic records with the records management system and conversion of paper records to electronic format.  This includes oversight of bulk scanning operations and coordination with external vendors to ensure proper format and quality of scanned records.   The position also evaluates and oversees the creation and conversion of electronic forms to support internal and external processes.

Essential Job Functions

Provides consultation and advice to departments with respect to records management. Participates in strategic planning for enterprise or specialized software purchases, enterprise and specialized application evaluation, and budget development.

Implements and maintains approved records retention and disposition schedules for electronic records stored in the records management system.

Disposes of records stored in the county electronic records management system on behalf of county departments in accordance with approved retention schedules; creates and maintains certificates of disposal.

Facilitates the transfer of permanent records to the State Archives as required and maintains an inventory of records transferred to the State Archives to ensure efficient retrieval when required.

Works closely with county staff to support the identification, inventory, review, and evaluation of hard copy and electronic documents and the scanning of hard copy documents.

Builds and maintains document processing workflows to facilitate the transfer of scanned and electronic documents into the records management system.

Creates and maintains record types, classifications, security, retention, users and access groups, reports and workflows within the records management system.

Monitors system performance and space requirements and coordinates with other teams within the Department of Technology Services to ensure that the records management system has high availability and reliability.

Coordinates with other teams within the Department of Technology Services to schedule and perform maintenance and upgrades to the records management system.

Coordinates with other teams within the Department of Technology Services regarding the acquisition, deployment and installation of printers and scanners.

Provides end user training on the records management system; develops and provides training documents as required.

Reviews existing forms created by departments and assists in the conversion to electronic entry formats; develops new forms as required and ensures that they are configured for electronic data entry.

Develops and maintains documentation to support the assignment and configuration of printers and scanners.

Participates as a senior member of the Technology Services Program Management team in the planning for integrated enterprise applications where records management should be considered.

Works with Application and Database Analysts to ensure appropriate security and control procedures for records system access and database backup and recovery are developed.

May assist in the selection of new application systems by reviewing records integration needs, hardware specifications as related to printing, and configuration and deployment plans for performance, maintainability, scalability, operations impact, and conformance to architectural standards.

Writes policies and procedures pertaining to electronic records standards, management, security and maintenance.

May develop or assist in the development of programs for data extraction, transformation, and loading.

May serve as liaison to vendors for negotiating license and support.

Other Duties

Performs related work as required.

Knowledges, Abilities and Skills (These are pre-employment KASs that apply only to Essential Job Functions.)

Knowledge of—

• Electronic records management systems, particularly HPRMS (HP Records Management System).

• Common file classification conventions.

• How digital files are stored on personal computers, network file servers, and off-line media such as CDs, backup tapes, and optical storage devices.

• Retention scheduling procedures.

• Requirements gathering techniques to facility development of record classifications and types supporting the operation and functions of county departments.

• Electronic workflow tools.

• Current print and scanning hardware and technologies, particularly related to network systems.

• Deal effectively with the public.

Ability to –

• Work independently and as a member of a team.

• Communicate effectively, both orally and in writing, with internal and external customers.

• Supervise staff handling a large number of records.

• Evaluate techniques and technology to ensure the most effective and efficient way to manage records.

• Determine, enforce and document electronic records policies, procedures and standards.

• Coordinate end user testing to support system upgrades and implementation of new capabilities.

• Perform tests and evaluations to ensure electronic records security and integrity.

• Gain cooperation from all Department employees involved in records storage, retrieval, and disposal.

Required Qualifications (Note: Any acceptable combination of education, training and relevant experience that provides the above knowledges, abilities and skills may be substituted on a full-time year for year basis.)

Training and/or Education:

Bachelor’s degree in computer science, information systems, mathematics, business administration, or a related field, including or supplemented by specialized training in electronic data processing programming, operations, and methodologies.

Experience:

Ten years of progressively responsible experience performing progressively responsible records management, application or database support functions, including experience planning, designing, implementing, and administering server-based records management systems.

Licenses or Certificates:

One of the following certifications is required: MCDBA, MCPD, MCSA, MCSD, MCSE, MCITP, MCTS, CISSP, LINUX+, or equivalent current industry certification. Certification requirements are subject to change.

Special Requirements:

Subject to background investigation.

Physical Demands:

Operation of keyboard devices.

Unusual Demands:

Work is subject to deadlines and frequent interruptions.

May be subject to call in or to remain on the job for emergencies.

FLSA Status:

Exempt

Compensation Steps:

Department of Technology Services

Pay rate: $44.98 - $51.59 per hour; $85,779 - $107,307 annually

Grade 726, full-time position, 40 hours per week

Position closing date: June 27, 2025

Please Note: This position will close at 11:59 p.m. on June 27, 2025. To be considered for the role, ensure that your application is submitted before the deadline. The position will be removed from the website as of 12:00 a.m. on June 28th.

This position allows for telework, meaning the employee may be able to work from home or another offsite location for part of the workweek, but they are still required to come into the office regularly. This arrangement is at the supervisor's discretion and may change based on business needs.

Please Note: A complete application is required to be considered for a position within Calvert County Government. All prior work experience, education, and other certifications should be entered into the application and supplemental questions should be answered completely. Attachments are not provided to hiring managers unless you are selected for an interview.

Calvert County Government is committed to providing equal opportunity and reasonable accommodations for qualified individuals with disabilities. If you require an accommodation to participate in the application or interview process, please contact Human Resources at recruitment@calvertcountymd.gov with as much notice as possible.