Job Title: Senior Records and Forms Manager (ID#14765)
Location: San Diego, CA
Cherokee Nation Strategic Programs (CNSP) is a versatile, tribally owned 8(a), SDB providing solutions throughout the U.S. and overseas. CNSP has expertise in a wide range of technical disciplines, including global vulnerability assessment, information assurance, intelligence operations, program management and professional services with partners in Information Technology. CNSP is owned by Cherokee Nation Businesses, the economic engine of Cherokee Nation, the largest Native American tribe in the U.S. One-hundred percent of the company's profits support future business investments and the well-being of the tribe's citizens through health care, education and job creation, ensuring better lives for Cherokees today and tomorrow.
For more company information, visit our website at www.cherokee-cnsp.com
We are seeking a Senior Records and Forms Manager to support The Naval Health Research Center (NHRC) with developing and delivering operational biomedical research solutions that enhance the health, safety, readiness, and performance of their military forces.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The Senior Records and Forms Manager shall perform the following functions:
- Serves as Records and Forms Coordinator for Naval Health Research Center (NHRC), working under the Administration Department, administers, coordinates, and implements the Records and Forms Management programs for the Command.
- Implements plans, actions, systems, procedures, guidelines, training requirements, and other processes necessary to provide for the efficient and economical administrative management and operation of the Records Management program, the Forms Management Program, and the Directives and Correspondence Management Programs.
- Ensures adequate controls are in place to ensure successful operations of these programs in compliance with Federal, Department of Defense (DOD), and Department of the Navy (DoN) Regulations.
- Monitors, analyzes and evaluates work relative to development and/or execution phases of the Records and Forms Management programs.
- Develops and manages the company records department and information management programs.
- Organizes, converts, and integrates files for storage. Interprets DOD and DoN records and forms management policies and procedures and provides general and technical advice and assistance to the Command Leadership, and staff of NHRC, and supported agencies.
- Ensures permanently valuable information is preserved, and that all other information is retained, reviewed, and disposed of appropriately and systematically in accordance with prescribed applicable regulations.
- Assures conformance to the rules, regulations, and policies of the National Archives and Records Administration, DOD, DoN and the Bureau of Medicine and Surgery (BUMED) for all records and forms maintained by the Command.
- Drafts plans, policies, and procedures for the local Records Management Program and Forms Management Program for command approval.
- Ensures proper coordination, integration, and compatibility of short and long-range program objectives and policies with the DoN and Federal objectives and policies.
- Oversees the implementation of the records and forms management plan in all NHRC Directorates and Departments producing, accumulating, or maintaining records and forms.
- Drafts the local Records Management Instruction and Forms Management Instruction establishing policy for all records and forms management actions taken in the command.
- Coordinates with Directors, Department Heads and pertinent personnel in ensuring appropriate Records and Forms Management Programs are implemented within the command.
- Tracks all applicable records generated from the command, manages and maintains a File Plan in accordance with DoN Regulations.
- Conducts annual Records Management surveys for the purpose of gathering and analyzing data to evaluate the implementation the effectiveness of all aspects of the Records Management Program
- Reviews program objectives, policies, operations, progress, resources, program effectiveness, conformance to prescribing directives, and other related matters, to identify potential applications for improvements and cost saving benefits in both manual and automated systems.
- Prepares a report of survey results, and ensures that corrective action is taken within specified time frames.
- Identifies potential or actual problem areas and takes appropriate actions to affect a solution. Monitors and evaluates the effects of corrective actions.
- Ensures that recordkeeping requirements are considered in all new, manual or automated systems or requirements that are developed at the NHRC. Coordinates with BUMED Records Manager and Forms on a regular basis and as required.
- Advises editors of all local publications on the necessity of including records keeping requirements in publications, and ensures that those requirements are properly and clearly stated.
- Reviews and tracks all NHRC forms, generates index of prescribed forms. Conducts annual review of prescribed forms and updates Navy Forms Online as well as intranet entries of all prescribed forms used at NHRC.
- Provides training to all personnel who are responsible for creating, accumulating, or maintaining records and personnel who create use and maintain forms, including training for senior officials, files personnel, and records management coordinators.
- Leads the programs by oversight, monitoring, controlling, administration and conducting the mission requirements.
- Coordinates directives for the command, acts as the focal point and the key subject matter expert on requirements, issuance and updates of all command and higher level directives.
- Manages all electronic and hard copy records and documents related to Directives Control Program. Responsible for required annual review of all NHRC directives, ensuring all directives are reviewed and updated by pertinent personnel at least once a year.
- Tracks each directive under review to ensure timely completion and filing as appropriate using Directives Annual Review Tracking Tool.
- Provides weekly status updates on Instructions updates to the AO and DFA. Files and posts recent updates on intranet.
- Keeps abreast with higher level directive updates and ensures their dissemination throughout the command.
- Reviews all official correspondence, awards and other memorandum for correctness in formatting and grammar.
- Processes, serializes, routes, and tracks official correspondence for appropriate review and signature. Scans and files signed correspondence to include official memorandums, directive and submits signed correspondence to pertinent offices as appropriate.
- Prepares and drafts the Plan of the Week, compiling relevant news articles and other information from a variety of sources. Generates, disseminates and files appointment letters as appropriate.
- Reviews official message traffic on a daily basis and screens them for relevance and action as required.
- Performs other general administrative functions and support as assigned.
EDUCATION and/or EXPERIENCE
- Additional experience could substitute for the education. Requires Associate Degree and seven to nine years of related experience; or Bachelor's degree and five to seven years of related experience; or Master's degree and three to five years of experience.
- Possess a minimum of 5 years of experience in the field related to Records Management, Forms Management, and Directives and Correspondence Management, preferably in the Department of Defense (Navy is preferred).
- Certified Records Manager (CRM) is a plus.
KNOWLEDGE, SKILLS AND ABILITIES
- Duties require a substantial knowledge of legal requirements for records retention, records maintenance for manual and automated records, as well as development, tracking and reporting of prescribed forms.
- Ability to work independently with little oversight by the government under direction of NHRC Team.
- Demonstrate good oral/ written communication skills and organizational abilities.
- Pass a drug screen and federal background check.
- Excellent analytical skills and working knowledge of computer systems and integrated software application programs are required.
- Applicants selected will be subject to a U.S. Government security investigation and must meet eligibility requirements for access to classified information up to the SECRET level.
Climate controlled office work environment.
With $400 million in annual revenue, 20% growth per year, approximately 950+ active contracts serving 60+ government agencies in 25 countries, 47 states, 2 territories and 2000+ employees, Cherokee Nation Businesses' (CNB) group of Federal Contracting Section 8(a) companies is well positioned to deliver expertise needed to solve complex technical issues. Federal Solutions provides an array of services for 12 of the 15 cabinet-level departments and agencies - from applications and data services to cybersecurity and national defense.
Why consider Cherokee Nation and our Federal Solutions business? Here are some great resources highlighting what we do and compelling reasons for joining our team!
Applicants selected will be subject to a U.S. Government security investigation and must meet eligibility requirements for access to classified information.
We are an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected Veteran status, gender identity and sexual orientation. If you'd like more information about your EEO rights as an applicant under the law, please copy and paste the links to the following two sites: EEO Statement | EEO Poster
If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may email CNB.Compliance@cn-bus.com
for assistance. This email address is for accommodation requests only and cannot be used to inquire about the application process or status.
For Pay Transparency Non Discrimination provision, please copy and paste the following link: Pay Transparency Nondiscrimination Provision
We maintain an Affirmative Action Plan for the purpose of proactively seeking employment and advancement for qualified protected veterans and individuals with disabilities. Upon request, we will schedule time to make our Affirmative Action Plan accessible. If you are interested, please submit a written request with the email subject line: 2018 Request to View Affirmative Action Plan to the Compliance Administrator at CNB.Compliance@cn-bus.com