Policy and Records Management Officer

How To Apply

To apply for this position, visit our company jobs website .org/jobs. Download, complete and submit the fillable OHA application form along with a resume and cover letter via email to careers.

Or via mail to:

OFFICE OF HAWAIIAN AFFAIRS
560 N. Nimitz Highway, Suite 200
Honolulu, Hawai‘i 96817
Attention:
Human Resources

Office of Hawaiian Affairs (OHA) employees must be permanent Hawaii residents. Out-of-state applicants who are offered employment with OHA will need to relocate to Hawaii and establish permanent residency.

An Equal Opportunity Employer

$66,876 to $84,696 per year. Starting salary may be between the minimum and maximum salary range provided, based on qualifications.

The Policy and Records Management Officer is responsible for arranging, describing, preserving and providing access to OHA records with long-term, historical value; recommends and performs records reformatting, indexing, and delivery solutions for permanent and inactive records; and maintains record keeping systems, including a database catalog, as well as provides reference services to OHA Divisions/Programs and the general public.

• Manages the OHA physical archives at on-site and off-site locations and the OHA library.
• Advises on the management of both public and sensitive documents and information, in both physical and electronic forms. This includes, but is not limited to:
  • BOT and Standing Committee minutes, including the timely posting to the OHA Web site.
  • Uniform Information Practices Act (UIPA) requests, tracking and responses, reporting record retention information to the UIP via web site, and other administrative actions.
  • Compliance with Hawai‘i Revised Statutes Chapter 487J, 487N and 487R including, monitoring, reporting, and security breach response.
• Applies appropriate judgment, discretion and adherence to a professional code of ethics e.g., Society of American Archivists (SAA) and Association of Records Managers and Administrators (ARMA) in all information managed.
• Designs, updates, maintains and ensures compliance with OHA’s general records retention schedule. This work considers audit compliance, federal and state law compliance and the operational needs of agency programs and projects.
• Coordinates the implementation of records storage and indexing solutions. Participates in the developing of system work sites, electronic libraries, and other information access systems.
• Creates, updates, and maintains inventories of active and inactive record storage areas in a physical and electronic environment. This includes, but is not limited to, definitions or record types, metadata, listing of catalogs and other components required to efficiently store, retrieve, and dispose of records, both physically and electronically.
• Assists OHA divisions and programs in implementing, maintaining, and performing periodic reviews to ensure records are reformatted and backed-up when appropriate e.g., digital imaging; may also prepare records for reformatting, including creation of targets, in accordance with Records Management Unit, International Standards Organization (ISO) and Association for Information and Image Management (AIIM) guidelines.
• Regularly works with records custodians. Performs quality control and compliance reviews and provides formal findings, recommendations or work‑around solutions to the Corporate Counsel office.
• Works with program staff to coordinate the scheduling of physical and electronic records disposition; recommends active and inactive records storage periods in accordance with state, local and other statutes, including collaborating with appropriate internal or external parties.
• Processes records according to archival principles and standards e.g., Dublin Core Metadata Initiative, Society of American Archivists (SAA), and creates finding aids and indexes for internal and external use.
• Preserves records by identifying endangered materials and level of conservation work needed; provides basic repair and preventive preservation for paper records. Collaborates with internal and external parties to define the…