Job Description

At the MBTA, we envision a thriving region enabled by a best-in-class transit system. Our mission is to serve the public by providing safe, reliable, and accessible transportation. MBTA’s Core Values are built around safety, service, equity, sustainability, and culture. Each employee that works for the MBTA performs their roles based on our vision, mission, and values. This includes attendance, participation, and contribution in local safety committee meetings as needed.

Job Summary

As a part of the Document Management team in the Quality, Compliance, and Oversight Office, the Records and Information Senior Manager is responsible for assisting with the creation and planning of the Agency records management program for both core mission and administrative records, regardless of medium or format at the MBTA. This position assists with overseeing, developing, and implementing policies and procedures necessary to support Agency needs. This position will coordinate with leaders of asset owner departments and outside agencies as needed, orchestrate records reviews and change management procedures, and provide highly complex administrative support related but not limited to outreach and training, storage and moves controls, and disposition of records.

Duties & Responsibilities

• Collaborate with the Deputy Director of Records and Information Management on the formation of a robust records program that ensures compliance with mandated guidelines and the mitigation of risk.
• Develop and implement records and information management operations, policies, and procedures for the secure management and disposition of information assets.
• Serve as a department/agency senior technical expert on agency-wide electronic and physical records management issues.
• Manage and ensure that records, reviews and appropriate documentation are completed per the Massachusetts State Archives Records Conservation Board (RCB) requirements, either by conducting them directly or delegating to/training appropriate staff.
• Manage communications relating to records/information assets and management of risk to those assets, including RIM metrics and other internal reporting.
• Lead the transformation of RIM processes to address challenges posed by electronic records.
• Propose and manage solutions to agency-wide records management compliance issues
• Facilitate records disposition applications to Records Conservation Board (RCB) and approved disposal events.
• Implement Authority responses to changes in relevant operational requirements, issues, and legislative/regulatory changes.
• Manage and facilitate stakeholder use of records and information management controls for all records-related activities.
• Design and deliver training to MBTA employees on how to manage their own records and information.
• On occasion, be flexible to work all shifts and/or locations as assigned or directed.
• Uphold the rights and interests of the Authority while building and maintaining an effective relationship with employees.
• Assist in the management of a workforce by ensuring the fair and consistent application and strict adherence to the rules, regulations, collective bargaining agreements (if applicable) and policies of the Authority including the EEO, Anti-Discrimination and Anti-Harassment and Anti-Retaliation policies.
• Perform all other duties and projects that may be assigned.

Supervision

• May directly supervise one to five (1-5) direct reports in a future build-out of the organization.

Minimum Requirements & Qualifications

• A Bachelor’s degree from an accredited institution in a technical field related to Business Administration, Engineering, Information Technology, Computer Science, or a related field.
• Five (5) years of professional experience in business administration, library management, document management, information technology, training management, or related field.
• Two (2) years of managerial, supervisory, and/or leadership experience.
• Experience writing and providing reports, budgets, and time estimates for upper management and stakeholders.
• Strong organizational, planning, time management, and interpersonal skills.
• Proficiency with Word, Excel, PowerPoint, and database applications.
• The ability to read, interpret, and make recommendations based on technical documents and drawings including blueprints, maintenance manuals, specifications, or schematics.
• Experience working with archives and records management.
• Familiarity with the MA State Archives Records Conservation Board (RCB).
• Strong understanding of governance, risk, and compliance practices to meet policy and regulatory compliance, as well as managing risks.
• The ability to quickly learn new technologies tools and processes.
• The ability to effectively work with employees at all levels within the Authority, vendors, and individuals outside the agency.
• Excellent written and verbal communication skills.
• Excellent customer service and conflict resolution skills.
• The ability to provide internal and external customers with a courteous and professional experience.
• The ability to pay attention to details, use sound judgment, and prioritize work.

Substitutions Include

• A high school diploma or GED with an additional seven (7) years of directly related experience substitutes for the bachelor’s degree requirement.
• An Associate’s degree from an accredited institution and an additional three (3) years of directly related experience substitutes for the bachelor’s degree requirement.
• A Master’s degree in a related subject substitutes for two (2) years of general experience.
• A nationally recognized certification, or statewide/professional certification in a related field substitutes for one (1) year of experience.

Preferred Experience And Skills

• Master’s degree from an accredited institution in a technical field related to Records and Information Management, Library Management, Archives, or a related field.
• Certified Records Manager (CRM).
• Experience with records management applications and/or Trimble software.
• Extensive experience in project management, technical writing, document management, quality management, and information systems transit infrastructure projects.
• Basic knowledge of ISO 9001.
• Basic knowledge of ISO15489/ISO19475.

Job Conditions:

• Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in English.
• Be at least eighteen (18) years of age, except if participating in an approved high school internship / co-op program.
• Ability to commute to assigned work locations in the Boston, MA metro area, as required by the role.
• Ability to provide internal and external customers with courteous and professional experiences.
• Ability to work effectively, independently, and as part of a diverse workforce team (or supervise, if required).
• Ability to uphold the rights and interests of the MBTA while building and maintaining effective relationships with employees and co-workers.
• Ability to adhere to rules, regulations, collective bargaining agreements (if applicable), and policies of the MBTA, including the EEO, anti-discrimination, anti-harassment, and anti-retaliation policies.
• Have a satisfactory work record for the two (2) years immediately prior to the closing date of this posting (unless if current student or recent graduate), including overall employment, job performance, discipline, and safety records (infractions and/or offenses occurring after the closing of the posting and before the filling of a vacancy may preclude a candidate from consideration for selection).
• Ability to pass a Criminal Offender Record Information (CORI) check, comprehensive background screening, and / or medical Clinic screening, potentially including physical examination and drug and alcohol screenings.
• Ability to work all shifts and / or locations assigned, directed, or necessary for this position, including (for some transit / operations roles) up to twenty-four (24) hours per day, seven (7) days per week as necessary to accommodate severe weather conditions, emergencies, or any other circumstances that may potentially impact service or the safety of service.
• Intern / co-op staff must be enrolled full or part-time in an accredited educational program and maintain a cumulative GPA of at least 2.5 for the entire duration of the internship / co-op. Additionally, interns / co-ops must have valid work authorization and U.S. Social Security Number prior to starting pre-employment screenings / pre-boarding, working in their positions, and throughout the duration of their program.

Disclaimers and Definitions:

• General Disclaimer: The statements contained in this job description are intended to describe a summary, general nature, and complexity of typical job functions and do not represent an exhaustive list of all duties, tasks, and responsibilities required of staff assigned to this position.
• Application Completion: It is each applicant’s responsibility to ensure application details are entered completely and correctly, including updated work and education histories (past and current). Incomplete applications may not be considered. Attachments do not substitute for application fields. The recruitment team does not have access to existing employee data / history.
• Application Deadlines: Applicants should apply as soon as possible, as the MBTA may stop considering applicants after a sufficiently large applicant pool is established.
• Work Environment: The physical demands and work environment characteristics described here-in are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform essential functions. See job description for role-specific requirements.
• Work Eligibility: All employees must be legally authorized to work in the United States and on an unrestricted basis. The MBTA does not have an employer work sponsorship program. However, if you have unrestricted work authorization, or are sponsored by a separate entity, you are welcome to apply. Further, all persons hired will require a U.S. Social Security Number prior to starting the position and employees will be required to complete a Form I-9 to verify their identity and eligibility to work in the U.S.
• Interviews: Candidates should ensure they arrive on time, are prepared, can remain for the duration, and if remote, are in a quiet place without distraction, for the interview. Candidates who do not attend their interview without advance authorization, including an email confirmation of a rescheduled time/date from Human Resources, will be considered a no-show and disqualified from consideration for the position. Related to rescheduling, on a one-time basis, and due to something emergent, you may be allowed to reschedule the interview. In addition, Human Resources may require documentation supporting the request. However, should you need to reschedule, you will need to contact your Recruiter directly by email.
• Safety Sensitive Positions: Employees working in this classification will be subject to periodic physical examinations plus random drug and alcohol testing.
• On-call or 24/7 Positions: Employees working in this classification must be available to respond to page / text / call and report to work as determined by assigned department or the Authority.
• Essential / Emergency Staff: During declared "states of emergency," employees working in this classification are required to report to work for their assigned work hours or as directed by management.
• ADA Accommodations: The MBTA makes reasonable accommodations for applicants with disabilities. If you require an accommodation during this process, please contact the MBTA's ADA Unit at 617-222-5751 or [email protected] .
• Diversity, Equity, and Inclusion: The MBTA is an Equal Employment Opportunity Employer . For terms, descriptions, and definitions related to diversity, equity, inclusion, veteran status, and immediate family members that you may find on the application form, please visit mbta.com/careers-app-definitions .
• Intern / Co-Op Benefits: Employees taking part in an internship or co-op at the MBTA are eligible to receive accrued paid sick leave as well as a monthly transportation pass, based on the city from which the intern / co-op commutes to work, at no cost. However, no additional benefits are currently offered for interns or co-ops.

Job Tags

Full time, Part time, Internship, Work at office, Local area, Immediate start, Remote work, All shifts, Flexible hours

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