Records Management System Administrator - Calvert County Government : Job Details

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 careerand help us manage and protect the data that powers county government.

The Records Management System Administrator is responsible for the management of all Calvert County Government data (digital and paper), including data retention, data security, data governance, and data classification. The position develops and implements policies and procedures for records, information management, and data management.

Position responsibilities include overseeing the County's electronic and physical records management systems and ensuring accurate classification, security, and accessibility of records. The position establishes and enforces records retention, storage, and disposal policies in compliance with local, state, and federal laws and regulatory requirements. The position also continuously evaluates the County's records systems and workflows for efficiency and improvements and directs records audits, inventory management, and digitization efforts.

This position reports to the Deputy Director of Technology Services.

Essential Job Functions

• Develops and implements records policies: Establishes and enforces records retention, storage, and disposal policies in compliance with legal and regulatory requirements.
• Manages records systems: Oversees electronic and physical records management systems, ensuring accurate classification, security, and accessibility of records.
• Ensures compliance: Maintains compliance with local, state, and federal laws, including liaising with state archives or other regulatory bodies.
• Supervises records activities: Directs records audits, inventory management, and digitization efforts, including collaboration with departments and vendors.
• Trains and supports staff: Provides training on records management processes and ensures adherence to policies across the organization.
• Oversees retention and disposal: Manages records retention schedules and ensures secure destruction or archiving of records as needed.
• Coordinates data governance: Implements data classification and governance best practices to ensure secure, efficient data handling.
• Facilitates public records requests: Ensures timely and accurate responses to public records or FOIA (Freedom of Information Act) requests.
• Monitors and optimizes processes: Continuously evaluates records systems and workflows for efficiency and compliance improvements.
• Works with the Deputy Director of Technology Services to implement and enforce data security measures, including access controls, encryption, and incident response plans.
• Stays informed about emerging security threats and vulnerabilities.

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.
• 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.
• Tests and evaluations to ensure electronic records' security and integrity.
• Electronic workflow tools.
• OpenText and Micro Focus software or similar platforms, including their implementation, administration, and integration within a records management environment.
• SQL or Python is a bonus.

Ability to

• Work independently and as a member of a team.
• Communicate effectively, both orally and in writing, with internal and external stakeholders.
• Evaluate techniques and technologies to ensure the most effective and efficient way to manage records.
• Determine, enforce, and document electronic records policies, procedures, and standards.
• Gain cooperation from all County employees involved in records storage, retrieval, and disposal.
• Remain flexible and adaptable to changing circumstances as records management technologies and regulations evolve.

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 Information or Records Management, or a closely related field.

Experience: Four years of progressively responsible work experience in records management.

Licenses or Certificates: One of the following certifications is required: Certified Records Manager (CRM), Certified Records Analyst (CRA), Information Governance Professional (IGP), or Certified Information Professional (CIP).

Special Requirements: Subject to background investigation.

Physical Demands: Operation of keyboard devices. Mostly sitting with some walking, standing, bending, stooping, and carrying light objects in an office setting. Occasional lifting up to 50 pounds (banker boxes of paper records).

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: $38.21 - $43.85 per hour; $79,477 - $91,208 annually

Grade 724, full-time position, 40 hours per week

Position closing date: August 15, 2025

Please Note: This position will close at 11:59 p.m. on August 15, 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 August 16th.

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 [email protected] with as much notice as possible.