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Deputy Director Of Ops-Records And Exhibits

Company

San Bernardino Superior Court
Address , , Ca
Employment type FULL_TIME
Salary $105,301 - $134,649 a year
Expires 2023-07-13
Posted at 11 months ago
Job Description
Description

The Superior Court of California, County of San Bernardino is seeking interested candidates for the position of Deputy Director of Records and Exhibits.

Salary Update
4% COLA increase effective September 2023; approximate annual rate range from $109,512.54 - 140,034.48
3% COLA increase effective September 2024; approximate annual rate range from $112,797.91 - 144,235.51

Benefit Highlights

Telework/On-Site Opportunity
This position is eligible for a combination of telework and on-site work assignments. Telework must be completed from a pre-designated home-based location within the State of California and employees may be required to report on-site to address business needs.
Telework is at the sole discretion of the Court and may be rescinded immediately, without prior notice, based on the needs of the San Bernardino County Superior Court.

About this Position
Under minimal direction, this management position independently plans, organizes, and directs the court-wide records and exhibits management program. Through subordinate supervisor(s) and staff, this position ensures the safety, security and integrity of court records and exhibits, in accordance with applicable laws, regulations and professional standards, including the Judicial Council Trial Court Records Manual. This position has direct oversight in the development of conversion to and administration of, electronic document management and retrieval systems.
Distinguishing Characteristics
The Deputy Director of Records and Exhibits has direct oversight of the development and administration of a complex and comprehensive court-wide records and exhibit management program for official documents, court records, legal and administrative records, and exhibits. The incumbent works with managers and court technology staff to develop and implement electronic records management systems, including the maintenance of a central digital repository of court records, and internal and external retrieval systems. A broad knowledge of records management principles, methods and best practices, legal requirements applicable to court records and a high degree of sound judgment and initiative are required. The incumbent should be well-versed in effective strategies and best practices needed to successfully migrate from a paper-based system to an electronic document management system.
This position is a single class position and typically reports to the Deputy Court Executive Officer, Operations.

Essential Functions

Typical duties of the Deputy Director of Records and Exhibits may include, but are not limited to:
  • Provides day-to-day leadership and works with managers and staff to ensure a high-performance, customer service-oriented work environment that supports achieving the court's mission, objectives and values regarding teamwork, mutual trust and respect; applies process improvement and quality management principles to assigned area of responsibility.
  • Prepares and coordinates a variety of work reports and records; attends meetings; represents the records and exhibits management program across the court and externally, including to other courts, Judicial Council, vendors and the public.
  • Establishes standards, oversees and conducts best practice assessments and quality control/assurance for records and exhibits management audits at various court locations.
  • Performs other duties as assigned.
  • Maintains and establishes quality control mechanisms for on-site scanning at court locations and the Court Record Center, including appropriate linkage to the case management system. This will include the development of a training program for staff that details a comprehensive understanding of the responsibility to maintain the integrity of court documents from the filing/creation of a document, through destruction.
  • Manages the conversion of paper records to other media, including backup storage systems for these records.
  • Manages and directs the establishment of file category, scanning, imaging, indexing and cross-reference index structures; establishes and maintains record management inventories, electronic document management systems, databases to track and retrieve records and documents; ensures safety, security and integrity of court records and exhibits, including records of a sensitive and confidential nature.
  • Effectively collaborates and partners with managers, supervisors and court technology staff to develop and implement consolidated, comprehensive systems and processes for electronic capture and storage of record and document data, and participates in development of new record and document management policies, procedures and standards.
  • Manages the performance of assigned staff, interviews and selects new staff; establishes performance requirements and personal development targets; regularly monitors performance and provides coaching for performance improvement and development; recommends compensation and provides other rewards to recognize performance; hears and makes recommendations on grievances; subject to upper management concurrence, approves or takes disciplinary action, up to and including termination, to address performance deficiencies, in accordance with court Personnel Plan Policies and labor contract agreements.
  • Leads the records destruction program, which includes ensuring appropriate notices of destruction are properly prepared, notices are properly disseminated by mail or publication, required authorization is obtained, monitoring the destruction of records, validating the records have been destroyed, and obtaining certificates of destruction.
  • Implements up-to-date, new emerging technologies and best practices applicable to the management of documents and records in various media; reviews and records management policies, practices and procedures; formulates recommendations regarding court programs systems and processes.
  • Plans, organizes, develops and implements records and exhibit management methods, practices, and procedures to ensure compliance with California statutes, applicable laws and regulations, professional standards, industry best practices, and the Judicial Council Trial Court Records Manual.
  • Provides effective leadership to assigned staff; works with team to identify best practice and strategies for operational goals and objectives, coordination of work plans, and administrative practices.
  • May provide onsite oversight and access to contractors.
  • Directs and participates in the development, maintenance and updating of records retention schedules in compliance with legal requirements; determines and applies appropriate legal retention periods for document and record types in accordance with the Judicial Council Trial Court Records Manual; administers the destruction of records in accordance with established retention periods and legal requirements.

Minimum Qualifications

Seven (7) years of progressively responsible experience in records management, court operations or public administration, with at least three (3) years' experience in a management or supervisory level.
Experience in a California Trial Court or graduation from a four (4) year college or university with a major in business or public administration or closely related field is highly desirable.
Experience substitution:
One (1) year of supervisory or management experience may be substituted by one of the following:
  • Graduation from a four year college or university
  • Completion of Institute for Court Management (CMP) certificate program
  • Completion of the Institute for Court Management Fellows Program
Licenses, Certificates or Special Requirements:
A valid California Class C driver's license and the ability to maintain insurability under the court's vehicle insurance program.

Knowledge of:
  • Principles, practices, methods, techniques and professional standards of records and document management;
  • State and federal laws, local and state court rules, procedures and practices regarding records and exhibits management, computer hardware, software and data security.
  • Principles and practices of effective management/supervision;
  • Techniques for providing a high level of customer service by effectively dealing with court staff, contractors, vendors and the public; and,
  • Trial court procurement practices and applicable rules and regulations;
  • Archival preservation and conservation methods;
  • Document management and storage technologies, including warehousing, electronic document management systems, and related processes, equipment and quality standards;
  • Administrative principles, practices, including project management, program development, implementation, training and evaluation programs;
  • General operations of a large and complex court system, as well as, individual litigation types and their associated record and document management requirements, issues and challenges;
  • Principles and practices of project management and implementation;
  • Research methods and statistical analysis techniques;
  • Federal and state law and regulation governing the maintenance, retention and destruction of court and public records, including privacy rights and requirements for dealing with confidential records;
  • Trends and innovations in record and document management technology as they apply to formulating technological solutions to meet court management objectives;
  • Records and exhibits management principles, methods, best practices and legal requirements;

Resumes will not be accepted in lieu of the required application and supplemental application.
Human Resources will review applications to identify candidates who meet the minimum qualifications, therefore, it is to your benefit to include all pertinent work experience. When listing court experience, please include dates and classification of each position held, if more than one.

Selection Process
  • Candidates' supplemental question responses may be evaluated and ranked. Depending on the number of applications, assessments and/or screening interviews may be conducted.
  • Applications will be reviewed to identify candidates who meet the minimum qualifications for this position.
  • Candidates who are successful in step 2 will be placed on the eligible list and may be considered for an interview. Placement on the eligible list does not guarantee an interview or employment.
All candidates will be notified via email of their status at each step of the process. Additional steps in the selection process may include a background check and reference check.

Reasonable Accommodations:
The Superior Court of California, County of San Bernardino is committed to providing reasonable accommodation to applicants as required by the Americans with Disabilities Act (ADA) and the Fair Employment and Housing Act (FEHA). Qualified individuals with disabilities who need a reasonable accommodation during the application or selection process may contact the Human Resources Office at (909) 521-3700 or via email at [email protected]. Individuals with hearing and/or speech impairments may also contact the recruiter for this position through the use of the California Relay Service by dialing 711.

Physical Characteristics

The physical and mental demands described in the job description are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The Superior Court of California, County of San Bernardino is an Equal Opportunity Employer - M/F/D/V.


SUPERIOR COURT OF CALIFORNIA
COUNTY OF SAN BERNARDINO
BENEFITS SUMMARY
The San Bernardino Superior Court offers a range of benefit programs for employees and their eligible dependents. These include medical, dental, vision, and life insurance, as well as a variety of voluntary benefits. Programs and benefit amounts vary and are based on bargaining unit, family size, hire date, plan selection, and number of hours worked. A summary of benefits is provided below.
Health and Welfare Benefits
MEDICAL: The Court offers a variety of comprehensive health plan options to fit individual employee needs. The Court contributes up tp $200.00 in benefit plan dollars each pay period to help full-time employees pay for health premiums. In addition, the health plan subsidy the court contributes toward the employee cost is 58% of lowest cost HMO plan based on level of coverage.
DENTAL: The dental subsidy is equivalent to 100% of the employee only DPPO plan (but not less than twenty dollars {$20.00} per pay period).
VISION: Court-paid plan for employees and eligible dependents. No co-pay/deductible for eye exams; frames and standard lenses or contact lenses (in lieu of standard lenses) every twelve (12) months.
SHORT-TERM DISABILITY: Court-paid benefit that provides partial income replacement in the event that an employee is unable to work due to a non-work related disability.
LONG-TERM DISABILITY: Court-paid benefit that provides partial income replacement in the event that an employee is unable to work due to a non-work related disability.
LIFE INSURANCE: Court-paid basic life insurance benefit of $60,000. Additional supplemental life and AD&D insurance benefits may be purchased voluntarily.
MEDICAL REIMBURSEMENT ACCOUNT: Flexible Spending Account (FSA) that helps participating employees lower their taxable income. Under this plan, employees elect to set aside pre-tax money each pay period to pay for eligible out-of-pocket medical expenses for themselves and their eligible dependents that are not paid by insurance or reimbursed by any other benefit plan. The Court contributes a dollar for dollar match up to $20.00 per pay period up to a maximum of five-hundred dollars ($500.00) per plan year.
DEPENDENT CARE ASSISTANCE PLAN: This is a type of Flexible Spending Account (FSA) that helps participating eligible employees lower their taxable income. Under this plan, employees may set aside pre-tax dollars to pay for qualified childcare or dependent care expenses that are necessary for the employee and/or spouse to continue working.
Leave Allowances
VACATION: After completion of the requisite hours of continuous service (based on the bargaining unit), employees are eligible to use accrued vacation allowance. Depending on length of service, employees may accrue from 80 to 160 hours annually.
ADMINISTRATIVE LEAVE: Eighty (80) hours of additional leave to be used during the calendar year, prorated depending on start date.
HOLIDAY: Thirteen (13) paid recognized holidays and the accrual of two (2) floating holidays annually.
SICK LEAVE: Employees in regular positions accrue approximately 3.69 hours of sick leave per pay period to use during instances of authorized absence due to illness, injury, or medically related appointments.
BEREAVEMENT LEAVE: ALL employees are eligible to receive a maximum of thirty-two (32) hours of paid leave per occurrence for bereavement leave due to the death of a person in the immediate family.
Retirement and Deferred Compensation Plans
RETIREMENT: The Court is a 1937 Act employer. More detailed information may be found by contacting SBCERA at (909) 885-7980 or toll-free at 1-877-722-3721 or by visiting the website at San Bernardino County Retirement Association. The Court does not pay into the Social Security system; however, it does contribute to Medicare.
Retirement benefits subject to change.

DEFERRED COMPENSATION: Employees are eligible to participate in the Court's 457 and/or the 401(k) Deferred Compensation Plans. These are supplemental retirement plans that permit employees to defer a certain portion of their pre or post tax salary, within certain Internal Revenue Service (IRS) limits, to an account maintained by an investment service provider. Participating employees in the pre-tax option postpone paying taxes on the deferred portion of their income.
401(k): The Court matches a percentage of the employee's earnable compensation based on the employee contributions.
457: Employees may elect to have a percentage of their salary or a flat amount deferred for a pre or post tax investment.
RETIREMENT MEDICAL TRUST: This plan helps with the high cost of health care expenses after retirement. Active employees with ten (10) years of public sector service are eligible to participate. Under this plan, eligible retired participants pay for qualified expenses on a non-tax basis. All contributions, earnings, and reimbursements are tax free. The trust is funded by the eligible cash value of the participant's sick leave upon separation of service and Court contributions. The Court contributes a percentage of the employee's salary to the trust per pay period.
Additional Benefits
TUITION BENEFIT: The Court shall provide $1,000.00 per fiscal year to be used for job related education or career development, book fees or to reimburse membership dues in professional organizations.
CAR ALLOWANCE: Use of Court Vehicle.
CELL PHONE: The Court shall provide reimbursement of $30.00 for voice and $25.00 for data services per month.
FLEXIBLE WORK SCHEDULE: The Court recognizes the importance of work/life balance. Employees may request alternative work scheduling or flexible work schedules when classifications meet the requirements.
COMMUTER SERVICES: This program assists with providing information on carpools, rideshare matching, and public transportation options. The Court offers incentives for employees eligible to participating in Ridesharing activities.

The Human Resources Department reserves the right to modify the benefit programs in accordance with the Personnel Rules and Regulations.