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Records Manager, Commonwealth of Massachusetts, Boston, MA


The Division of Capital Asset Management and Maintenance (DCAMM), which oversees over $2 billion in capital programs and projects, is responsible for capital planning, project delivery, property management, and real estate services for the Commonwealth.  We are stewards of the Commonwealth’s assets, which include 5.5 million square feet of state buildings.  As an agency, we care for the people of our state and the future of our planet.

  • We work with state agencies to create and manage forward-thinking, sustainable buildings to meet the needs of the Commonwealth’s citizens and help achieve a zero-carbon future.
  • We are partners with fellow agencies to help them meet their strategic needs with fiscally responsible building and real estate solutions.
  • We support the growth of the Commonwealth’s economy and actively engage with private sector partners to make it easier to do business with the Commonwealth.
  • We work to expand access, opportunity, and equity to create more inclusive services, planning and outcomes for all the citizens of the Commonwealth.

Position Summary:

The Document and Knowledge Manager (Records Manager) will work within the Office of Finance and Administration (OFA) to directly support all DCAMM business units.  The Records Manager will develop and maintain systems for efficient submission and retrieval of new and archived information (both paper and electronic). The Records Manager will serve as DCAMM’s in-house subject matter expert in the on-going implementation of SharePoint to modernize retrieval and storage of information, along with automation of workflows related to key business processes throughout the agency.

Duties & Responsibilities:

  • Provide leadership, strategies, and implementation for enterprise-wide document/knowledge/content management, including automating workflows, process improvements, “meta data” systems for records, management of outside records vendors, and managing record retention requirements.
  • Manage outside record storage vendors to optimize the use of office and onsite storage space by DCAMM as well as developing a strategy and plan for digitizing paper records to the greatest extent possible.
  • Manage projects and initiatives, advises senior management and coordinates with SME’s from DCAMM business units on deployment and optimization of SharePoint for records management throughout DCAMM.
  • Manage time-sensitive research and record requests for both internal DCAMM and user agencies in support of public records request requirements, critical projects, policies, post-occupancy user agency management and to ensure that future projects benefit from history of prior projects.
  • Oversee research and records requests to support critical, time-sensitive decisions on projects, policy-making, or other initiatives.
  • Support training for DCAMM business units in everything related to knowledge management tools and processes.    
  • Other duties as specific by the Director of Project Controls & Business Support.

Preferred Qualifications:

  • Minimum of 10+ years’ experience leading or managing an enterprise-wide application development or implementation related to records management or archiving.
  • Knowledge of data cataloging, electronic content management platforms, server, and network issues that are prerequisite to the successful operation of an enterprise-wide ECM. 
  • Experience with use of SharePoint for records management.
  • Experience in developing a document management system for design and construction, facilities management, real estate, and financial records.
  • Understanding of building operations and maintenance requirements.
  • Demonstrated ability to coordinate multiple tasking while building an effective team to achieve project goals and objectives.
  • Communication skills supportive of a wide range of customer support interactions.
  • Knowledge of or skill in software interface issues, large project coordination, communications (writing and public speaking), strategic planning, and software development.
  • Experience cataloging information from various media, including electronic, print, architectural samples, etc. for access by project staff.
  • Must possess leadership qualities including establishing and maintaining harmonious working relationships.
  • must have the capacity to determine opportunities to provide services to meet customer business support needs.
  • Ability to provide effective written communication, producing status reports; ability to perform ad-hoc tasks and related work as required.



Applicants must have at least (A) six (6) years of full-time or, equivalent part-time, professional, administrative, supervisory, or managerial experience in business administration, business management, public administration, public management, clinical administration or clinical management of which (B) at least two (2) years must have been in a project management, supervisory or managerial capacity or (C) any equivalent combination of the required experience and substitutions below.


I. A certificate in a relevant or related field may be substituted for one (1) year of the required (A) experience.

II. A Bachelor’s degree in a related field may be substituted for two (2) years of the required (A) experience.

III. A Graduate degree in a related field may be substituted for three (3) years of the required (A) experience.

IV. A Doctorate degree in a related field may be substituted for four (4) years of the required (A) experience.

An Equal Opportunity / Affirmative Action Employer.  Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.Official Title: Program Manager VII

Primary Location: United States-Massachusetts-Boston-1 Ashburton Place

Job: Administrative Services

Agency: Division of Capital Asset Management

Schedule: Full-time

Shift: Day

Job Posting: Apr 28, 2021, 10:00:56 AM

Number of Opening: 1

Salary: 90,000.00 – 110,000.00 Yearly

If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Nancy Daiute – 6173564686 Bargaining Unit: M99-Managers (EXE) Confidential: No

How to Apply:

Apply online at