Hi all,
The State Land Board is hiring again – join us!
Transactions and Record Services Manager
Colorado State Board of Land Commissioners
OPENING DATE: 02/28/22
CLOSING DATE: 03/14/22 05:00 PM
146 years of records takes a special personality to appreciate and manage. Do you geek out on process perfection and leading a team to crank out contracts? Are you the kind of person who loves clean, crisp policy and procedures? When you ‘lean’ into a project, is it both literal and figurative?
The Colorado State Land Board is looking for a Transactions and Record Services Manager to lead our records team. This is a management position that helps our 146-year-old agency run effectively to serve our customers and fulfill our mission.
What is the State Land Board?
The State Land Board is a constitutionally created agency led by five Governor-appointed Commissioners who serve voluntarily and who are supported by agency Staff. We manage a $4 billion endowment of assets for the intergenerational benefit of Colorado’s K-12 schoolchildren and public institutions. The agency is the second-largest landowner in Colorado and generates revenue on behalf of beneficiaries by leasing nearly three million surface acres and four million subsurface acres for assorted purposes, including agriculture. We have only 45 employees who work in seven offices across the state. Though we are a 146-year old, constitutionally chartered agency, we take pride in being entrepreneurial and business-savvy. We compete in private sector markets daily and generate more than $150 million in revenue annually.
What does the Transactions and Records Services (TRS) team do?
Under the leadership of the TRS Manager, our five-person TRS team builds, manages, and maintains contracts for 7,600 mineral estate and surface leases that often carry unique terms and conditions. We draft contracts and maintain templates, manage files, administer bonds/insurance requirements, and ensure compliance with Board policies and procedures and state and federal law. We support the needs of our volunteer Board of Commissioners during board meetings. TRS team members are the organization’s self-proclaimed ‘process improvement gurus’ and we enjoy helping our agency maintain great management principles using automated records systems so that we capture, retain, and classify our work for public and institutional memory. Yes, we’re busy!
The Job Opportunity
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Be a leader.
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Supervise and mentor five employees on the TRS team who each provide critical subject matter support to different work groups.
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Liaise regularly with senior leadership and the whole team. A perk of this job is getting to interact with nearly everyone at our agency (and we think the people who work here are pretty great!). The position communicates and collaborates with program managers, SLB staff, district offices and other state agencies. Plus, you’ll have some contact with our leasing customers.
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Present to the Governor-appointed Commissioners at public board meetings.
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Contribute to agency strategic planning and annual goal-setting. (Pro tip: review our strategic plan online at slb.colorado.gov/about)
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Be a process improvement champion and oversee our records management program. Our agency is 146-years-old and we have the records to match our age – we even have original signatures from US Presidents!
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Develop and implement agency-wide digital file management. Oversee the growth of digitized customer transactions. Be a pro at our records management software, which includes Netsuite and Laserfiche.
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Oversee the agency’s efficient compliance with Colorado Open Records Act (CORA) requests, working with the Attorney General’s office to identify privileged material and ensuring timely responses and fee collection under the parameters of CORA.
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Get to know the processes used by all groups in the agency and lead process improvement events to work collaboratively on better solutions.
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Become the master of where everything lives and support the retention and application of generations of institutional knowledge.
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Be the policy guru. Oversee the agency’s thoughtful and effective policy environment that dictates the majority of the agency’s day-to-day business functions. (Pro tip: review the policies online at slb.colorado.gov/policies)
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Serve as an internal auditor. Conduct audits of all contract templates to evaluate compliance with program objectives, Board policies, and state and federal laws.
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Be a jack of all trades, aka ‘other duties as assigned.’ No job description would be complete without this ubiquitous line, right?
Desired Characteristics and Attributes
The ideal candidate has an advanced degree in business, law, or other disciplines that demonstrate familiarity with contracts and the daily goings-on of business. The successful candidate will have an affinity for records management and process improvement. Plus, we seek a person who’s comfortable at the podium because you’ll be presenting to our Commissioners at Board meetings regularly. The candidate should demonstrate the following characteristics and attributes:
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Good communicator
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Player/coach; ensures team success through personal contribution
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Team builder; takes energy from collaborative work
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Customer-service mindset, respectful, helpful
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Proactive, takes initiative, self-motivated
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Possesses good problem solving skills, seeks to understand alternatives, uses good judgment
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Self-confident and self-aware
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Great work ethic, disciplined, conscientious, thorough and diligent
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Honest, trustworthy, dependable
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Enthusiastic, energetic, optimistic, positive attitude
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Organized and professional
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Adaptable and open to change
Does this sound like you? We hope so!
Minimum Qualifications
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Bachelor’s degree in a related field. (Additional experience in contract management or contract administration may substitute on a year-for-year basis for the bachelor’s degree.)
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Four years of experience in contract administration or contract management which included at least two years of records management, business plan development, auditing and supervision
We hope this sounds like you. Tell us why. Apply online through the state portal.
PS: We compete in the private-sector markets every day and operate largely independently from state government. But not from HR. So please follow the lengthy prompts to apply for this position through the state hiring portal. Only candidates who apply through the state portal will be considered. Think of it as an endurance test. We hope to see you at the finish line.