Records Transformation Specialist - Poarch Band of Creek Indians : Job Details

Job Announcement: HR2025:10Position Title: Records Transformation SpecialistAdvertising: Tribal-WideDepartment: Regulatory AffairsDivision: Regulatory AffairsImmediate Supervisor: Division Director-Regulatory AffairsDepartment Director: Division Director-Regulatory AffairsEmployment Status: ExemptPosition Type: Regular Full-TimeMandatory Reporter: NoBackground Check Required: Yes (data-sensitive) **Opening Date: Monday, January 27, 2025Closing Date: Monday, February 3, 2025 by 5:00 p.m.Preference shall be given in accordance with the Title 33 (Tribal Employment Rights) of the Tribal Code/DFWP.Overall Objectives of PositionThe Records Transformation Specialist is responsible for leading organizational change in the way internal records are processed and managed within the Poarch Band of Creek Indians. This role will focus on the implementation of systems for processing records, digitizing permanent records, maintaining and enhancing Standard Operating Procedures (SOPs), and collaborating with the Records Manager and other staff to streamline records intake using electronic processes. The Specialist will also work closely with the Division Director-Regulatory Affairs to aid in transitioning the organization to a digital records management system while ensuring compliance and efficiency. This job description is not an all-inclusive list of duties and responsibilities of this position. The Records Transformation Specialist is expected to perform all duties necessary to meet the goals and objectives of applicable programs.The Records Transformation Specialist is expected to live the Purpose and Values of the Poarch Band of Creek Indians and will go beyond the call of duty.Primary Responsibilities of the Records Transformation Specialist

• Leads the development and implementation of systems for processing and managing electronic records.
• Oversees the digitization of permanent records to ensure long-term accessibility and preservation.
• Formulates goals, objectives, and policy guidelines for continuous improvement initiatives.
• Develops a structured transition plan to support the shift to electronic record keeping.
• Creates, maintains, and updates SOPs for records management, ensuring alignment with organizational goals and compliance standards.
• Collaborates with Records Managers and other staff to identify and streamline workflows for record intake and processing.
• Implements best practices for electronic recordkeeping to improve efficiency and consistency.
• Partners with the Manager-Records Management and the Manager-Archives to align records management efforts.
• Works closely with the IT Department to integrate records management systems with existing technology and resolve technical issues.
• Provides training and support to staff on new systems, processes, and procedures.
• Ensures all record management processes comply with applicable legal, regulatory, and organizational standards.
• Collaborates with IT to implement and monitor security measures that protect sensitive information.
• Conducts audits of records management systems and processes to ensure efficiency, accuracy, and compliance.
• Prepares and presents detailed reports on project progress, challenges, and milestones to leadership.
• Establishes requirements and procedures for process improvements and operational efficiencies.
• Ensures compliance with applicable laws, regulations, and standards related to the operations of the Regulatory Division.
• Implements and oversees quality assurance measures to maintain high standards of operational excellence.
• Identifies and procures necessary resources, including technology, equipment, and supplies for record management projects.
• Utilizes data analysis and process mapping to identify inefficiencies and recommend solutions.
• Fosters a culture of innovation and continuous improvement within the Regulatory Division.
• Evaluates and implements technologies and systems to improve efficiency and effectiveness of operations.
• Maintains accurate documentation of continuous improvement policies, procedures, and activities.
• Promotes a culture of continuous improvement and operational excellence within the Regulatory Division.
• Performs other duties as signed by the appropriate person.

Day-to-day Responsibilities

• Oversees the daily operations related to transitioning to electronic records management.
• Coordinates with departments to identify needs and ensure successful adoptions of new systems.
• Monitors and troubleshoots issues with electronic recordkeeping systems.
• Maintains documentation of processes, workflows, and standard operating procedures.

Education/License/Certification and Experience Requirements

• Bachelor's Degree with a minimum of three (3) years' experience in a Records Officer or Specialist role.
• Must have two (2) years working in Regulatory Environment.
• Must possess and maintain First Aid/CPR certification or obtain within ninety (90) days of employment.

Skills Required

• Absolute confidentiality.
• Strong knowledge of records management principles, digital transformation strategies and electron recordkeeping systems.
• Excellent organizational, analytical, problem solving and time-management skills.
• Strong interpersonal and communication (verbal and written) skills to engage effectively with diverse teams.
• Ability to develop and implement standard operating procedures and workflows.
• Ability to handle challenging situations in a positive manner.
• Commitment to maintaining confidentially and handling sensitive information responsibly.

Additional Requirements

• Ability to work odd and irregular hours, including nights and weekends.
• Must successfully pass the required criminal and character check.
• Must possess a valid state driver's license and insurable driving record according to Tribal Insurance guidelines.
• Ability to travel and participate in required training, leadership development, and other events.
• Ability to adequately and successfully perform all duties and responsibilities of this position.

Every applicant must complete an application provided by Human Resources. A resume will not be accepted in the place of an application. **Please note ALL individuals selected for employment are required to complete a background investigation. Individuals being placed in positions designed as child-sensitive or data-sensitive must successfully complete a background check prior to employment.INDIAN PREFERENCE, SPOUSAL PREFERENCE, OR FIRST GENERATION:In the event more than one applicant meets the requirements, as stated in a job description, preference shall be given in the following order: (1) Tribal Member (2) First Generation Descendant of a Tribal Member (3) Spouse of Tribal Member (4) Indian (5) Non-IndianIn the event that a position of employment is funded in whole or in part my any federal grant and/or contract or other public funding, preference shall be given in the following order: (1) Indian (2) Non-IndianIn order to receive preference, the appropriate documentation must be submitted.