Job Abstract

Req No.

2024-2759

Category

Operations Support

Type

Regular Full-Time

Hours Per Week

40

Schedule

Available: Monday-Friday (8-5pm)

Min

USD $89,304.48/Yr.

Mid

USD $113,132.36/Yr.

General Summary

Under limited supervision, The Enterprise Content Management (ECM) Manager manages the records and information management function. Supports California Credit Union strategic and operational objectives to serves as a liaison among departments, technical resources, and project stakeholders to identify, articulate and facilitate business process and systems changes related to document digitization and document-driven business processes and workflows.

Supervisory Scope

Range of Number of Employees Supervised: 3 (staff level)

Principal Accountabilities (95%)

• Ensures records information storage, archival and retrieval are following applicable regulatory guidelines, including retention schedule. Develops and maintains record retention policy and procedures.
• Manages Fiserv Nautilus Enterprise Content Management (ECM) system release updates and testing for functionally, validation and communication to all appropriate business units.
• Writes and maintains procedures for the disposition of all credit union offsite and electronic records to comply with NCUA Rules and Regulations and provides an annual summary.
• Manages Records department staff and provides guidance, coaching, scheduling and training, including assisting with their career development and growth.
• Manages team to fulfill all credit union legal requests. May be required to represent the credit union in court appearances as requested by subpoenas.
• Primary contact for response to regulatory audit requests for document retrievals.
• Manages all Knowledge Base Content and maintains semiannual content review with business units.
• Develops department Service Level Agreements (SLA) and manages team to follow the established response timeframes.
• Work with each department on a consultative basis to ensure document management business processes are adhered, ECM best practices utilized, approval workflows clear, content ownership is defined, and content review cycles are established.
• Resolve, with assistance of content owner, all issues related to documents not meeting applicable quality standards.
• Fulfill requests from various stakeholders as it relates to document input, review, update, and deletion activities and serve as point of contact for resolving document handling exceptions with users.
• Develop and maintain “Document Naming” Protocol.
• Using Document Naming Protocol best practices, identify gaps in documents and content with content owners on legacy documentation and ongoing integration of new documents to ensure accuracy.
• Proactively identify opportunities to improve workflow and processes.
• Provide training and documentation to end users on document management best practices and compliance with Information Management governance guidelines and standards.
• Serve as the Business Data Steward for Enterprise Content Management.
• Ensure user permission rights and roles are properly assigned and in compliance with security policies.
• Provide monthly KPI departmental reports.
• Develop and maintain the department’s disaster recovery plan and testing.
• Serves on assigned committees and aids department head as needed.
• Fulfill all duties and responsibilities with a high level of integrity, honesty and adherence to agency policies and rules.
• Have a high regard and ability to meet schedules and timelines; demonstrate excellent ability to work independently with little direction.

Secondary Accountabilities (5%)

• Handles special projects.
• Complies with BSA requirements as commensurate with position.
• Performs other duties as assigned.

Position Requirement and Qualifications

Abilities: Excellent abilities in communication, analysis, judgment, staff supervision, detail-orientation, work relationships, organization, creativity, time-management, planning, and customer service.

Knowledge, Education, Certifications, Licenses:

Bachelor’s degree with major course work in information systems/technology, business administration, liberal arts or a related field. Five years’ related experience in enterprise content management and business systems analysis.

In place of the above requirements, the incumbent may possess a combination of relevant education and experience that would demonstrate the individual's knowledge, skill, and ability to perform the essential duties and responsibilities listed above.

Extensive knowledge of records management methods, process, and plans to include State and Federal guidelines relating to records information management for financial institutions, general credit union policies and procedures and branch operation processes. Must also have in-depth knowledge of computer programs and applications relating to assigned area of responsibility. Experience with Fiserv DNA and Nautilus systems preferred.

Knowledge of information systems development, including analysis, design, testing, implementation, maintenance, documentation and training procedures and practices; knowledge of multiple technology platforms.

Experience:

Requires a minimum of five years of progressively responsible records-management experience at a supervisory level to gain the necessary knowledge, skills and abilities to handle all aspects of the position or equivalent.

Working Conditions and Physical Demands

Work is performed in a general office environment. This position does not require significant physical effort. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job. Refer to the Safety & Health Policy found in California Credit Union’s Employee Handbook.

EOE