Records Manager 20230227

Profile

Pennsylvania Gaming Control Board

VACANCY ANNOUNCEMENT

“AN EQUAL OPPORTUNITY EMPLOYER”

POSTING DATE: 2/27/2023

CLOSING DATE: 3/8/2023

CLASS TITLE: Records Manager

POSITION #:

LOCATION: Commonwealth Tower 5

th

Floor

Strawberry Square

Harrisburg, PA 17101

TYPE OF SERVICE: Non-Civil Service

WORK HOURS: 8:30

– 5:00

(Telework Options Available

Within the Commonwealth of PA Only)

Pay Scale Group: GM03

Starting Salary: $55,661

DEFINITION:

This is administrative and analytical work involving the administration, management, or coordination of

functions related to the Pennsylvania Gaming Con

trol Board’s (PGCB or Board) agency records

retention program and Pennsylvania’s Right to Know Law (RTKL) .

An employee in this job is responsible for receiving, researching, and responding to requests for

public records under Pennsylvania’s RKTL, serving as PGCB’s Agency Open Records Officer

(AORO), and administering the PGCB’s records management program. Work also includes, but is not

limited to, the oversight, development and implementation of record retention policies and schedules

in accordance with all applicable laws and regulations, as well as the coordination of all archival

documents preparation and delivery to the State Record Center. Work requires a high degree of

initiative and independent judgment in making technical decisions, and providing guidance,

information, and recommendations to agency staff regarding records retention and RTKL compliance.

The duties are performed in consultation with attorneys within the Office of Chief Counsel and the

employee reports to PGCB’s Chief Counsel or another attorney within the Office of Chief Counsel.

EXAMPLES OF WORK:

(NOTE: The examples of work are representative of the work, but every

position classification to this job may not perform all examples of work listed. Conversely, this is not

an all-inclusive list of work examples.):

Agency Open Records Officer

Reviews and evaluates all RTKL requests and involves appropriate bureaus in the gathering of

responsive information.

Works in conjunction with the Office of Chief Counsel attorneys to ensure that all RTKL responses are

compliant with the request and appropriate in regard to the Gaming Act, the PGCB’s regulations,

Pennsyl

vania’s RKTL and guidelines, regulations and decisions issued by the Office of Open

Records.

Issues interim and final RTKL responses.

Man

ages all RTKL requests in an efficient timeframe as prescribed by Pennsylvania’s Office of Open

Records and maintains the RTKL request tracking system.

Updates PGCB website with a summary of the RTKL request and its disposition.

Updates or assists with u

pdates to PGCB’s Open Records Policy and/or associated procedures.

Monitors decisions made by the Office of Open Records and the Courts of the Commonwealth for

applicability to the PGCB

Serves as a liaison on administrative matters to Pennsy

lvania’s Office of Open Records.

Records Retention

Administers, analyzes, and coordinates the agency’s records management program to provide for the

maintenance, retention, transfer, and disposition of all types of records, regardless of format.

Assists agency program staff in the implementation of their records management program, including

the inventory, analysis, and scheduling of agency records related to statutory and administrative

requirements.

Conducts process reviews with agency staff to establish records management policy and procedures.

Provides assistance and technical information to all field units, offices and agency managers that

request information and assistance for problems relating to records management.

Interprets and enforces rules, regulations, and policies of the records management program such as

Manual 210.9 Amended

– The Commonwealth of Pennsylvania General Records Retention and

Disposition Schedule, Manual 210.1 Amended

– The Commonwealth of Pennsylvania Employee

Records Management Manual, and Manual 210.7

– State Records Management Manual.

Serves as liaison to the Pennsylvania Historical and Museum Commission related to the retention and

archive of records.

Participates in training on records retention and management of records.

Coordinates transfer of appropriate records to State Records Center and State Archives; maintains

appropriate records of personnel authorized to access said records; verifies and authorizes all

transactions.

Coordinates disposal of appropriate records.

Coordinates with departing employees and their supervisors about the proper disposition of their

records and other materials.

General Duties

Develops materials and communications to train employees regarding their responsibilities under the

RTKL and the PGCB Record Retention Policy.

Manages the contract for legal research services and subscription including but not limited to the

preparation of goods receipt for Westlaw online and subscription services on a monthly basis; ensures

the law library is updated regularly; ensures Rules of Court are distributed; and advises all attorneys

of upcoming trainings.

Reviews legal documents for accuracy and/or summarization.

Performs related work as required.

KNOWLEDGES, SKILLS, AND ABILITIES:

Knowledge of Pennsylvan

ia’s Right to Know Law.

Knowledge of the principles and practices of records retention.

Ability to gather, assemble, and analyze information to develop responses to inquiries for information.

Ability to comprehend program goals, objectives, and operations, and to relate these to execution of

programmatic duties.

Ability to develop and evaluate policies and procedures related to records retention.

Ability to apply and interpret policies and procedures.

Ability to exercise judgment and discretion in applying and interpreting policies and procedures

associated with records retention and Right to Know Law requests.

Ability to establish and maintain effective working relationships with employees, other administrative

officials, and the public.

Ability to express ideas clearly and concisely, orally and in writing.

MINIMUM EXPERIENCE AND TRAINING:

A high school diploma (or its equivalency) and four years of relevant work experience;

OR

A bachelor’s degree;

OR

An equivalent combination of experience and training.

Experience in as a paralegal, legal secretary or in administering a Records Management Program

and/or Right to Know Law Requests preferred.

BASIC ESSENTIAL JOB FUNCTIONS:

Operates a personal computer, telephone, copy machine, fax machine, and other similar office

equipment.

Communicates verbally and in writing in the English language.

Follows verbal and written instructions.

Interprets and applies policies and procedure.

Uses software applications, including but not limited to PGCB Record Retention System, File Trail

PHMC/SRC system and ERAS Electronic Records Action System (ERAS), OA/PHMC.

Stands, stoops, pulls, lifts, bends, kneels, twists, grasps, and walks.

Lifts boxed records and stored documents weighing up to 25lbs.

Occasionally performs records retention duties outside of the typical office environment, including

basement storage and commonwealth records storage facilities.

The duties for this position will be mostly performed in a typical office environment. However,

occasional travel may be required.

HOW TO APPLY:

Qualified applicants must submit a completed PGCB employment application

along with a resume to the Office of Human Resources at

pgcbjobapplicant@pa.gov

by the closing

date of this posting. A copy of this application is available on the PGCB website at

www.pgcb.state.pa.us

Selected applicants will then be contacted, and an interview will be arranged.

NOTE: Employment is contingent upon the completion of a Personal History Questionnaire

with a thorough background investigation, including drug screening and the subsequent

review and approval by the Board.

A brief description of the duties is included under the JOB DUTIES

section listed above. Also

included are the position's essential job functions as required by the Americans With

Disabilities Act (ADA).

IF YOU NEED AN ACCOMMODATION DUE TO A DISABILITY WHEN INTERVIEWING

FOR THIS POSITION, PLEASE ADVISE THE PERSON WHO CONTACTS YOU FOR THE

INTERVIEW.

CONTACT PERSON: Joseph Bott

ADDRESS:

P.O. Box 69060

Harrisburg, PA 17106

TELEPHONE:

(717) 346-8300

E-MAIL

jbott@pa.gov

Company info

Pennsylvania Gaming Control Board