Records and Data Custodian

Job Description

Job Description

Records and Data Custodian
Application Deadline: Open Until Filled
Non-Union, Exempt, Full-Time
Grade 8, $68,827 - $84,281 DOE
Location:   Kalispell, MT (Onsite)

All Offers of Employment Conditioned on Pre-employment Drug Screening and Background Check and are Subject to a One-Year Probationary Period of Employment.

POSITION SUMMARY
The Record and Data Custodian oversees the organization's information governance, records lifecycle, Microsoft 365 compliance, and information assurance initiatives. Reporting directly to the Network & Cybersecurity Supervisor in the Information Technology Department, this role bridges traditional records administration with modern technical, legal, and security solutions. Serving as FEC’s designated Records Custodian and Data Compliance Administrator, the position administers Administrative Policy GM 610 retention schedules, trains on the proper use of collaboration tools (SharePoint, Teams, OneDrive, Outlook), and coordinates records production, legal holds, and chain-of-custody requirements for legal proceedings and subpoenas. Additionally, this role supports AI-enhanced document tracking systems, manages the Technology Configuration Datasheet (TCD) library for IT disaster recovery and audit readiness, conducts internal security audits, oversees PCI compliance assessments, and resolves Data Loss Prevention (DLP) alerts. Through policy enforcement, staff training, and strict data confidentiality, this position ensures the organization maintains seamless regulatory compliance, strong risk mitigation, and operational efficiency.

REASONABLE ACCOMMODATIONS STATEMENT
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Upon request, reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

ESSENTIAL FUNCTIONS

1. Records Administration:
   1. Serve as FEC’s Data Compliance Administrator, to include the following functions: Administer and support Microsoft 365 compliance, records management, and information governance functions by maintaining retention schedules, monitoring compliance with records retention requirements, coordinating document and data lifecycle management, assisting with information security and audit activities, generating compliance reports, and providing training and guidance to employees on the appropriate use of Microsoft 365 applications, including SharePoint, Teams, OneDrive, Outlook, and related collaboration tools. Evaluate and recommend process improvements to enhance regulatory compliance, data governance, and operational efficiency.
   2. Support the development, maintenance, and continuous improvement of an AI-enhanced tracking and records system, making adjustments to reflect administrative policy guidance.
   3. Utilize AI tools and administer records management technologies, data classification solutions, and retention management tools to identify missing records, flag upcoming expirations, summarize information, and improve overall record control.
   4. Develop, document, and enforce consistent practices for document naming, filing, indexing, version control, retention, and archiving.
   5. Conduct periodic reviews of departmental records management practices and provide guidance to management and staff regarding proper record creation, storage, retention, and destruction requirements.
   6. Develop and deliver records management training and awareness routines to ensure employees understand their responsibilities related to records retention and information governance.
2. Records and Data Custodianship
   1. Serve as FEC's designated Records Custodian and administer records management and retention programs in accordance with FEC policies and applicable legal requirements.
   2. Maintain systems and procedures for the retention, preservation, retrieval, and lawful disposition of physical and electronic records. Administer Administrative Policy GM 610 Records Retention, including the verification of archiving and the compliant destruction of documents.
   3. Coordinate records collection, preservation, and production activities in response to litigation, audits, subpoenas, regulatory examinations, governmental requests, and other legal proceedings.
   4. Maintain documentation necessary to demonstrate the integrity, authenticity, and chain of custody of FEC records.
   5. Prepare affidavits, certifications, and other records-related evidentiary documents as requested by legal counsel.
   6. Represent FEC as custodian of records and provide testimony regarding records management practices, record retention, and the authenticity and maintenance of FEC records in judicial, administrative, regulatory, or other legal proceedings.
   7. Provide training and guidance to employees regarding records retention, legal holds, and records management requirements.
3. Information Assurance and Internal Compliance:
   1. Periodically analyze risks associated with information assurance, data retention, privacy, and records preservation, and recommend corrective actions to reduce organizational risk.
   2. Oversee and conduct PCI security assessments; investigate and collaboratively resolve PCI compliance breaches with appropriate internal and external parties.
   3. Oversee and conduct internal audits in the areas of information technology, security, and other operational areas as requested by reviewing records, reports, software, and affected activities to make recommendations for procedural improvements.
   4. Investigate, document, and resolve Data Loss Prevention (DLP) security and compliance alerts.
4. Oversee the review, maintenance, and lifecycle management of the Technology Configuration Datasheet (TCD) library. Ensure technology configuration records are properly documented, maintained, and available to support operational needs, cybersecurity requirements, audits, disaster recovery planning, regulatory compliance, and organizational knowledge management. Coordinate periodic reviews with system owners to verify the accuracy and completeness of TCD records.
5. Always assist members/vendors/employees and the general public in a courteous and professional manner ensuring their continued satisfaction with FEC. Work in harmony and show respect to all fellow employees in order to promote an effective and pleasant working environment.
6. Maintain ongoing communication with supervisor regarding situations requiring immediate attention, problems/concerns, questions, etc.
7. Maintain strict confidentiality of all records, documents, and system users at all times.
8. In pursuit of zero workplace incidents, promote and maintain a positive safety culture while adhering to all applicable policies outlined in the Safety Manual. Report all incidents and potential safety hazards in a timely manner to supervisor or Safety Coordinator.
9. Become familiar and keep current with FEC’s objectives and applicable policies.  
10. Perform other duties as assigned by management applying the same skill and enthusiasm as with regularly assigned responsibilities.

MINIMUM POSITION QUALIFICATIONS
Education: Associate’s degree required; bachelor’s degree in business administration, Management Information Systems (MIS), or a related field preferred.

Job Related Experience: 2 years of related field (Records Management or Software Administration) experience is required.

Supervision: No Experience Supervising Required.

Computer Skills: 
Hands-on experience with:

1. Electronic records management software or Enterprise Content Management (ECM) systems (e.g., SharePoint, Confluence, or similar platforms).
2. Familiarity with administering and utilizing Artificial Intelligence (AI) tools, language models, or automated workflows for document tracking, data summarization, and control.
3. Experience using Data Loss Prevention (DLP) systems, data classification solutions, and retention management tools to monitor, investigate, and resolve security alerts.
4. Strong proficiency in standard office productivity suites (e.g., Microsoft Office 365, advanced Excel, Word) to generate audit reports, documentation, and compliance tracking metrics.

Certificates & Licenses:  Information Protection and Compliance Administrator (SC-400) preferred.

Other Qualifications:

• Valid Montana Driver’s License and be insurable to drive FEC vehicles.        
• Able to work 40 hours per week with additional time as needed.
• Present a professional appearance at all times.
• Be a team player with effective verbal and written skills.
• Able to travel occasionally out-of-area and/or overnight.
• Assume responsibility without direct supervision, display initiative and exercise good judgment.
• Legible handwriting.
• Be organized, accurate and exercise strong attention to detail.
• Possess proven ability to maintain confidentiality.
• Exhibit excellent member relations and customer service skills.
• Able to establish and maintain working relationships with a variety of individuals, some of whom have opposing points of view.
• Read and understand technical information and communicate that information to coworkers to ensure comprehension.
• Able to effectively prioritize tasks in a high-pressure environment.

PHYSICAL DEMANDS (Based on an 8 hour work day)Stand F (Frequently) Walk F (Frequently) Sit F (Frequently) Handling / Grasping F (Frequently) Reach Outward F (Frequently) Keyboarding  F (Frequently)  Speaking  F (Frequently)  Vision  F (Frequently)  Hearing  F (Frequently)  Reach Above Shoulder R (Rarely) Foot or Leg Controls  N (Not Applicable)  Climb R (Rarely)Crawl