Records and Archives Program Lead

San Francisco Public Utilities Commission (SFPUC) is a utilities organization with 2,300 employees serving over 2.7 million customers in the Bay Area. Headquartered in San Francisco, this role is based at the Moccasin office in Tuolumne County. The SFPUC is committed to providing high-quality water, power, and wastewater services while valuing environmental and community interests.

About the Role

The Senior Management Assistant will serve as Hetch Hetchy Water and Power’s Records and Archives Lead, responsible for the professional care, management, and maintenance of HHWP Records and Archives. This includes document preservation, physical archive storage, and overseeing the move of physical records to a new records vault. The role involves analyzing and refreshing the Records and Archives program, developing systems for records requests, and ensuring compliance with regulations.

Responsibilities

• Design the layout of the new Records Vault, create a numbering system for shelving, and update box locations in the eDocs Records system.
• Coordinate the disposition of non-records or records that have reached their retention period for destruction.
• Coordinate with Hetch Hetchy Labor crews to move records to the vault and manage disposition/destruction.
• Develop, manage, and monitor the departmental archives program, including updating the file plan annually and training records coordinators.
• Facilitate archives access and search requests for staff, consultants, and public information inquiries.
• Analyze trends, prepare statistical reports, and recommend new procedures based on findings.
• Ensure documentation for past and current Hetchy capital projects and operational activities is recorded, maintained, secured, and accessible.
• Evaluate and coordinate the re-housing and stabilization of archives, ensuring compliance with government regulations.
• Maintain accurate inventories and reconciliation of archives and records, including spot-check inventories.
• Appraise, arrange, and describe Records and Archives collections in accordance with recognized standards (e.g., ISO 15489).
• Oversee housekeeping activities related to archives, purchase archival supplies, and mitigate hazards for documents stored in sub-optimal conditions.
• Plan, direct, and supervise the work of Moccasin Records staff and consultants on records search, retrieval, and archiving policies.
• Ensure the creation of accurate, complete, and usable records, including metadata management.
• Identify and preserve Vital Records and items of enduring historic value.
• Respond to document search requests and legal holds, developing a continuous improvement program for customer service.
• Produce dashboards and reports on HHWP Records & Archives systems for transparency and operational improvement.
• Collaborate cross-functionally to create and implement training programs for employees on locating, accessing, and entering documents in systems like SharePoint and Hummingbird/eDocs.
• Prepare strategic planning documents for the Records function at HHWP, including roadmaps for the Records and Information Management program.
• Lead coordination and management of new programs based on evaluations of existing programs.

Location

Moccasin, CA