Under administrative direction, the Recovery Records Management Specialist plans, organizes, and manages the operations of the Recovery Division’s centralized records management program function for CBG-DR, CDBG-MIT, and Energy Solutions Programs; develops, implements, and maintains records management policies, systems, and schedules for the organization, ensures the proper management, retention, and disposal of division records and documents; ensures the timely response to public records, HUD requests, legal requests, and other requests; and performs related duties as assigned. Incumbents exercise independent judgment on diverse and specialized records management issues, with significant accountability and decision-making responsibilities. Incumbents serve as a professional-level resource for organizational, managerial, and operational analyses and studies. Performance of the work requires the use of considerable independence, initiative, and discretion within broad guidelines. This position is a CDBG-DR, CDBG-MIT, and Electrical Grid Funded position and is a Territorial Position.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Manages, directs, and organizes the daily functions, operations, and activities related to centralized Records Management operations including complex records requests, and provides technical assistance regarding recordkeeping and retention practices, rules, and requirements.
• Monitors and responds to inquiries regarding records.
• Leads development and implementation and administers the use of record management systems and technologies; coordinates with the Authority’s information technology staff and document management vendors to ensure reliable, high quality operation of document management systems.
• Develops and maintains a comprehensive Records Retention Schedule in compliance with HUD rules, regulations, state law and professional rules and guidelines.
• Oversees the maintenance, update, and disposal of electronic and hard-copy records including the Authority’s offsite records in storage; revising destruction schedules and coordinating the destruction of records with recovery departments.
• Monitors and reviews legislation and legal requirements and recommends changes to achieve legal compliance and effective records management.
• Audits and evaluates external department records management practices and performance; provides training and resources to ensure organizational compliance.
• Prepares reports and written recommendations for the Board of Directors.
• Ensures staff observe and comply with all District and mandated safety rules, regulations, and protocols
• Performs other duties as assigned.

QUALIFICATIONS:

• Education: Bachelor’s Degree in Business Administration, Information Management, Urban Planning, Public Administration, or related field.
• Experience: 3+ years of in-depth experience working in the monitoring and compliance of a CDBG-DR/MIT or related federal disaster recovery program. Minimum of 5 years’ experience in auditing, compliance, or monitoring. Knowledge of federal or local disaster recovery program implementation, a plus. Knowledge of archives and records management, preferred. Certified as a Records Manager (CRM) desirable. Equivalent education or experience.
• Knowledge, Skills & Abilities: Capable of developing requirements for tracking and assessing compliance risks, including financial risks, and developing metrics to evaluate such risks. Demonstrated leadership qualities including the ability to motivate staff. Demonstrated ability to multi-task, work collaboratively in a team-oriented environment, and problem solve in a fast-paced environment. Computer literate to include Microsoft Word, Excel, PowerPoint, and Outlook. Excellent verbal, interpersonal, and written communication skills. Ability to maintain confidentiality in all assignments. Strong analytical, problem-solving, and decision-making capabilities. Knowledge of Federal rules and regulations as they apply to Section 3 and Davis Bacon

SALARY: $55,000 - $65,000 per annum depending upon qualifications. CDBG Grant Funded position.

APPLICATION INSTRUCTIONS AND PROCEDURES: Interested applicants must submit an application, cover letter, and resume/vitae electronically at [email protected]. Employment applications can be downloaded from our website at www.vihfa.gov.

Deadline for application submittal is Friday, October 25, 2024; however, this position will remain open until filled. Incomplete application packages will not be considered. Selected candidates will be contacted for interview.

The Virgin Islands Housing Finance Authority (VIHFA) is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, national origin, disability, age, genetics, disability or veteran status. Employment is contingent upon proof of citizenship or legal authorization to work in the United States. Each question must be fully and accurately answered. Incomplete, illegible or unsigned applications will not be considered.