OCFS Records Management Specialist

4 weeks ago

Augusta, United States LanceSoft Full time
Job Title: OCFS Records Management Specialist
Location: Augusta, ME, 04333
Duration: 24 Months

Submission Deadline: August 12 2022, no later than 4:00 p.m., local time.

The regular working schedule is Monday-Friday, 8am-5pm. This is anticipated to be a forty (40) hour per week position, with no overtime. Some remote work is available.
Job Requirements:
  • Keyboard sixty-plus (60+) words per minute
  • ttention to detail
  • Exceptional organizational skills
  • Intermediate knowledge of MS Excel
  • Intermediate knowledge of MS Word
  • Intermediate knowledge of printing, copying, scanning.
  • Basic knowledge of databases
  • Experience dealing with confidential/sensitive information
  • bility to move/lift forty-pound (40lb) boxes; and the ability to train others regarding policies/procedures.

Job Responsibilities:
  • Collaborating with district records team members across the State to: provide training regarding records management polies and procedures
  • ssess records holdings and capacity; logistical planning for transfer of records to either OCFS RMC or SRMC
  • Ensure members have appropriate credentials to obtain records; and engage in investigatory processes to assist in location of needed records.
  • Data entry of sensitive, confidential information/data
  • Transcribing data into Microsoft Excel; Cleanup of databases, which includes checking for errors in data and making corrections
  • Cross-checking index sheets with the database to ensure the correct information is contained and if not, entering the data into the database
  • Checking/inventory of contents of archive boxes to ensure index sheets are correct and making any necessary corrections.

Job Summary:
  • The Office of Child and Family Services (OCFS) has been working on development of a Records Management Center (RMC) and processes to centralize storage and retrieval of long-term records that do not meet the criteria for storage at the Maine State Archives or at the Maine Records Management Center. Historically, records have been stored across the State in a variety of offices and structures and stacked on top of filing cabinets, under cubicles, along walls in meeting/storage rooms, and hallways. Records were stored in basements, rental facilities, and in some cases, sheds. These situations led to concerns about security and confidentiality, damage to records, and challenges with locating needed records.
  • OCFS records must be indexed and organized to allow for retrieval and access to records, as OCFS receives requests from former wards in care, attorneys, the Courts, etc. OCFS also completes all child protective background checks for individuals seeking employment in fields in which an applicant would be working with children
  • Being able to locate these records timely is critical to the safety of children, by ensuring that an individual who has abused/neglected children does not acquire a job with direct access to children. It is also critical that OCFS be able to respond timely to court-ordered requests for records.
  • The purpose of the job position is to assist OCFS in completing its federal and state mandates to fulfill records requests, to complete its inventory/cataloging of records currently at OCFS RMC and continue managing receipt of almost five hundred (500) records that need to be transferred from the State of Maine RMC.
  • Currently, OCFS has a short-term Temporary Staffing resource who has extensive experience with the OCFS RMC processes and has been fulfilling requests, as OCFS does not have the available staffing. This short-term Temporary Staffing position (TS) is available to begin training and overseeing a Long-Term Staffing (LTS) position that will learn and eventually perform management of records requests longer term, since the short-term TS will be ending services. There will also be focus on a special project involving taking custody and cataloging and indexing approximately two hundred (200) boxes of records that will be transferred from State Records Management to the OCFS Records Management Center in Winthrop. This special project needs to be completed prior to December 30, 2022. The LTS position will allow for completion of the project by the deadline, as well as seamless transition of records management, as the short-term TS position ends.
  • The location for this work is primarily the OCFS Records Management Center, a warehouse in Winthrop, Maine. The warehouse is older, and although there is an office within the warehouse which has a modern heat pump for heating and cooling, the general warehouse area is subject to seasonal temperature variations, along with dust, due to age and size of warehouse. The selected candidate works predominantly alone; however, there is an additional Records Specialist on staff that will be providing training and mentoring until the end of December 2022

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