Records and Archives Lead (Senior Management Assistant)- (Moccasin) – Hetch Hetchy Water & Power Division – SFPUC (1844) - (165199)

Requisition ID: RTF0164788-01156772 • Temporary Exempt appointment not to exceed 36 months

About Us

The San Francisco Public Utilities Commission (SFPUC) serves more than 2.7 million customers in the Bay Area with water, power, and wastewater services. Our mission is to provide high-quality, efficient, and reliable utility services while valuing environmental and community interests. With 2,300 employees across eight counties, we are an award-winning organization committed to innovation, safety, and inclusiveness.

About the Role

This position serves as the Records and Archives Lead for the Hetch Hetchy Water and Power (HHWP) Archives Project, located in Moccasin, 140 miles east of San Francisco. The role involves managing, preserving, and organizing HHWP’s physical and digital records and archives, including overseeing their relocation to a new records vault and improving records management systems and procedures.

Responsibilities

• Coordinate the disposition of records that have reached their retention period, including destruction or transfer to the new records vault.
• Develop, manage, and monitor the departmental archives program, including annual updates to the file plan, records requests, and training for records coordinators.
• Facilitate access to archives and respond to records inquiries, including Public Information requests from staff, consultants, and external parties.
• Analyze trends, prepare statistical reports, and recommend procedural improvements in collaboration with HHWP and SFPUC staff.
• Ensure proper documentation, maintenance, and accessibility of records related to Hetchy capital projects and operational activities, including reports, engineering drawings, legal documents, manuals, maps, and correspondence.
• Oversee archival maintenance, including:
  • Evaluating and coordinating the re-housing and stabilization of archives.
  • Ensuring compliance with government regulations related to archives.
  • Maintaining accurate inventories and reconciliation of archives and records, including spot checks.
  • Appraising, arranging, and describing collections in accordance with recognized standards (e.g., ISO 15489).
  • Managing and prioritizing processing backlogs.
  • Overseeing housekeeping activities related to archives.
  • Purchasing archival supplies.
  • Mitigating hazards and preserving documents stored in sub-optimal conditions.
• Supervise Moccasin Records staff and consultants on records search, retrieval, and archiving policies, ensuring accurate and usable information, including metadata management.
• Identify and preserve vital records and items of historic value.
• Respond to document search requests and legal holds, developing continuous improvement programs for customer service.
• Collaborate with the Information Management team to develop dashboards and reports for transparency, quality assurance, and operational improvement.
• Create and implement cross-functional training programs for employees on records systems, including SharePoint and eDocs, and track training success.
• Prepare strategic planning documents for the Records function, including roadmaps for the Records and Information Management program.
• Lead coordination and management of new programs based on evaluations of existing programs and other assigned duties.

Requirements

• Possession of a Baccalaureate Degree from an accredited college or university.
• Three years of full-time professional-level experience in program/office/operations management, budget development/administration, or contract/grant administration.

Substitution: Additional qualifying experience may substitute for education on a year-for-year basis (1 year of experience = 30 semester units or 45 quarter units).

Desirable Qualifications

• Prior experience in archives management.
• Ability to lift 40 pounds.