United Food and Commercial Workers

Records Manager
Operational Support and Services Office

Based in Washington DC,
near Metro (on-site)
ufcw.org

 

Organization:
United Food and Commercial Workers International Union (UFCW) is North America’s neighborhood union; standing together to improve the lives and livelihoods of workers, families and communities.  Our members work primarily in the retail food, meatpacking, poultry, food processing and manufacturing and retail store industries.

Location:
Washington DC, near Metro (on-site)

Position Description:
Coordinates and maintains the UFCW’s Authorized Records Retention Schedule, which promotes compliance with record retention laws and regulations, facilitates the litigation discovery process when needed, protects proprietary and other organization information and increases organizational effectiveness through better record-keeping and retrieval best practices.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Include the following.  Other duties may be assigned.  This list is not exhaustive and may be supplemented.

• Maintain the Authorized Records Retention Schedule database by accurately identifying records, their disposition and/or their location.
• Review records retention schedules and governmental recordkeeping requirements to determine timetables for transferring active records to inactive or archival storage, for reducing paper records to micrographic form, or for destroying obsolete or unnecessary records.  Provide all departments with current copies of the Authorized Records Retention Schedule.
• Identifies changes in regulations and consults with Director to recommend changes regarding the legal, regulatory or operational requirements to the Authorized Records Retention Schedule, as warranted.  Follows up to ensure changes have been made and assists in creating a plan of action for compliance, as necessary.
• Audits record-keeping quality and practices, monitors compliance and provides recommendations for new and modified records management resources, including the acquisition of new storage equipment, software applications and other records management systems.  Schedules Microfilm and Microfiche machine maintenance and repairs when required.
• Assists departments in the preparation of records for offsite storage, including reviewing records, providing an accurate and relevant description, updating records data system, and facilitating actual transfer to storage, as needed.  Assists departments with scanning any records/files for preservation, as needed.      
• Retrieves records from on-site Microfilm or Microfiche Library or from our off-site location when requested by authorized personnel.
• Administers and coordinates the destruction review process and confirms that records are appropriately reviewed and appropriately approved for destruction.
• Provides testimony, documents and other information in court as a custodian of records, when required.
• Performs preliminary evaluation of historic records and artifacts to be sent to UFCW’s official archives at the Wisconsin Historical Society and liaise with WHS for requests from staff and others.
• Manages shred-bin service for Headquarters and Region Offices, acting as the primary point-of-contact for the vendor, reviewing and approving invoices and scheduling additional or special services as needed.

QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skills and/or abilities required.  Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Three years of experience as a records administrator.  Must have knowledge and understanding of records management terminology and operations necessary to communicate information and to explain potential consequences, exposure and answer questions.  Experience with comprehending legal rulings and interpretations and maintaining a compliant legal library of records is desirable.

Certification
Certified Records Manager (CRM) and involvement in Records Management Professional Organizations (ARMA or AIIM) or ability to actively work towards the certification is required.

Communication Skills
Ability to comprehend rules, policies, and procedures, and the ability to communicate them to others.  Strong customer service skills are required.  Strong oral and written communication skills are required.

Computer/Software Skills
Advanced skill level using Word, Excel, Access, Lotus Notes and records management software.

Other Knowledge/Skills/Abilities

• Working knowledge of records and information management principles and best practices to manage information throughout its lifecycle: Capture, distribution, storage, retrieval and disposition.
• Knowledge of industry standards and trends related to technology that facilitates information management.
• Strong knowledge of audit records retention requirements.
• Ability to establish cross-functional, collaborative relationships with legal, finance, and HR business partners.
• Previous experience with implementation, process improvement and/or staff management is preferred.
• Ability to prioritize work and meet deadlines.

Working Conditions
The work is performed in a normal office environment where the noise level is usually moderate.

Physical Demands
The position involves, but is not limited to, written and oral communications skills, use of computer keyboard, close vision, sitting for long periods, stooping, bending and reaching.  Ability to transport or lift up to 50 pounds.  

Compensation:

Salary Range: $59,585 – $74,632.

The UFCW provides a very generous benefits package, including:

• Comprehensive health insurance coverage.
• Life insurance provided with ability to purchase supplemental life insurance at favorable rates.
• Retirement Savings Account.
• 401(k) plan with employer matching.
• Pension plan.
• Dependent care reimbursement account program.
• Health care reimbursement account program.
• Transportation program benefits.
• Three weeks of paid vacation, 12 days of paid short-term sick leave, Extended Sick Leave program, paid parental leave.
• Prepaid Legal Plan (for DC/MD/VA only).

Duration:  
This is a full-time position; posting closes when position is filled.      

Vaccination Requirement: The UFCW requires all employees to be fully vaccinated against COVID-19 as a condition of employment, consistent with applicable law. Any request or questions may be submitted to: hrcovid@ufcw.org.

To Apply
Submit cover letter, résumé to: humanresources@ufcw.org.

We believe our success rests on recruiting and retaining a diverse staff. UFCW is an equal opportunity employer.
Woman and people of color are encouraged to apply. Reasonable accommodations will be provided pursuant to the state and federal laws.