Business Services Deputy Director

County of Orange • Orange County, CA

1d • Onsite

About The Position

This recruitment is being held to establish a County Promotional eligible list to fill a current vacancy in the classification of Business Services Deputy Director with the Orange County Sheriff-Coroner Department. The eligible list established may also be used to fill similar and/or lower-level classifications throughout the County of Orange. The Sheriff-Coroner Department’s Records Division consists of five bureaus: Records Audit and Reporting, Inmate Records, Records Release, Media Analysis, and Property & Evidence. The Audit and Reporting Bureau maintains departmental records such as crime reports, warrants, and statistics used to complete mandated reporting through National Incident-Based Reporting System (NIBRS), and the Department of Justice (DOJ). The Inmate Records Bureau is responsible for booking, tracking, and releasing inmates in a 24/7 jail operation. This team also calculates sentence ending dates, interprets ambiguous court documents, sends/receives warrants through teletype, and sets activities for transportation of inmates to and from court and other out of County agencies. The Records Release Bureau is responsible for the meticulous research, review, redactions, and authorizations for the release of requested records. This bureau is comprised of multiple specialized units including the California Public Records Act (PRA) Unit, which is responsible for the management of public records requests, the Discovery Unit, which is responsible for case and records information processing required for the prosecution of offenders for the Orange County District Attorney’s Office, the Public Counter Unit, which provides LiveScan and fingerprinting services, and accepts records requests in person and via phone, and the Subpoena Unit which provides records as requested and authorized through a subpoena. The Media Analysis Bureau governs the department’s body-worn camera and in-car video program and manages all facets of digital multimedia collected including classification, cataloging, redacting, and preserving the chain-of-custody for all digital evidence. The Property & Evidence Bureau is responsible for the security and proper handling of more than 380,000 items. Many items such as weapons, narcotics, and currency require special handling for storage and disposal. The Sheriff-Coroner Department, Records Division is seeking an individual with senior management and leadership experience in Records & Information Management (RIM), criminal justice telecommunications, and property and evidence management within a law enforcement agency to fill a vacancy in the Records Division.

Requirements

• At least four years of senior management experience working in a law enforcement or similar government agency.
• Reorganization activities and change management.
• Knowledge of the design, creation, implementation, and management of records and/or evidence.
• Experience working with other high-level experts on best practices, advanced techniques, and technology innovations related to all areas of responsibility.
• Demonstrated expertise in Leadership: An effective leader and communicator experienced with the implementation of leadership best practices and effective communication at all levels of an organization.
• Demonstrated expertise in Effective Communication: Identify and develop relationships by networking with internal customers to maximize support and accomplish organizational goals outlined in the strategic plan.
• Demonstrated expertise in Planning and Organization: Survey the business environment to optimize current and future Division operations.
• Demonstrated expertise in Problem Solving and Analysis: Identify opportunities for RIM process improvements including Enterprise Content Management (ECM).
• Possession of a valid California Driver's license. Class C or higher may be required by date of appointment.
• Applicants must not have been convicted of a felony or be on any form of probation and must pass an extensive background investigation to the satisfaction of the Orange County Sheriff-Coroner.

Nice To Haves

• Champion projects by communicating with, and marketing to, stakeholders consistent with Records Information Management (RIM) organizational goals and objectives.
• Foster effectiveness during changes in tasks, work environment, or conditions affecting the Department.
• Foster behaviors to achieve Division goals.
• Communicate the ways in which Division projects support organizational goals and objectives.
• Identify emerging trends and technologies to manage information assets.
• Communicate with key stakeholders to ensure the organization understands the interrelationship of the Records Division and related business processes.
• Provide RIM program expertise and oversight to promote efficiencies and maintain compliance.
• Communicate organizational policies that promote the value of Division responsibilities and best practices.
• Champion the RIM program to senior management to heighten awareness of RIM as a key business resource.
• Comply with policies and processes for providing appropriate access to organizational information.
• Identify and establish goals and objectives of the Division to support the organization's strategic plan.
• Collaborate with other Divisions and Departments to implement Division requirements during the operation, maintenance, and close-out of all division activity lifecycles.
• Identify projects and coordinate the resources to ensure projects succeed and organizational goals and objectives are met.
• Implement and manage the processes associated with regulatory obligations, industry benchmarks, and organizational requirements to achieve and demonstrate Division compliance.
• Develop comprehensive procedures to document organizational practices.
• Create and implement policies, procedures, and retention schedules.
• Manage records retention and disposition in compliance with RIM/IG program policy; legal, regulatory, contractual, and audit requirements; and business needs.
• Manage RIM storage facilities (internal and external) to ensure the security and protection of organizational information assets.
• Oversee the operation of the records center in accordance with established policies, standards, and best practices.
• Develop and implement training programs on Division processes in compliance with organizational policies and procedures.
• Conduct regular assessments of all Division programs.
• Establish and promote organizational policies and practices for the collection and preservation of vital department and archival records.
• Monitor metadata to describe records and to document the preservation process.
• Monitor legal developments that impact Division practices, and communicate relevant developments to executive management.
• Implement, manage, and test the plans to protect organizational vital records and information assets.
• Establish a vital records program by identifying records and methods of protection to preserve recorded information that is essential to continued operations.
• Certified Records Manager from the Institute of Certified Records Managers (ICRM), OR Enterprise Records Management (ERM) Master from Association for Information and Image Management (AIIM) International, OR Enterprise Content Management Practitioner or Master from AIIM International, OR Information Governance Professional from Association of Records Managers and Administrators (ARMA) International.

Responsibilities

• Oversee the Records Division that consists of fifteen units and over two hundred personnel.
• Directing, supervising, planning, supporting, and managing the Records Division of the Sheriff's Professional Services Command.
• Management and leadership of various levels of management, supervision, professional, and sworn staff.
• Oversees and directs work and quality assurances activities.
• Provide professional support and guidance for all Records Division projects and activities.
• Assist with records and evidence preservation and retention to ensure compliance with Sheriff's Department policies and County standards and specifications.
• Interface with department leadership to provide recommendations and ensure successful outcomes.
• Interface with county staff to provide recommendations and ensure successful outcomes.
• Responsibility for all compliance and mandates pertinent to the areas of responsibility.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed