Records Management Specialist

2 weeks ago

Jefferson City, Missouri, United States Missouri Secretary of State Full time
Position Overview:

The Records Management Specialist is responsible for assessing the administrative, legal, historical, and financial significance of records produced by state agencies. This role involves crafting solutions to records management challenges and providing guidance to state agencies on relevant policies and procedures. The Specialist collaborates closely with archivists and records analysts, offering expertise on the records lifecycle and serving as a key resource for inquiries related to the records tracking system.

Key Responsibilities:
  • Contributes to the formulation and execution of records and information management policies and procedures.
  • Assesses the administrative, legal, historical, and fiscal importance of records generated by state agencies.
  • Advises state agencies on records management policies and procedures, acting as a knowledgeable resource for records management concerns and the office's records tracking system.
  • Designs and delivers training sessions and presentations related to records management, ensuring that users of the records tracking system receive adequate training.
  • Assists state agencies in developing records disposition schedules and presents recommendations to the State Records Commission.
  • As the primary liaison for assigned agencies, provides recommendations regarding the organization, retention, destruction, and digitization of records.
  • Promotes the initiatives of the Records Services Division through public speaking engagements and participation in professional organizations.
  • May oversee and coordinate the work of clerical staff and interns.
  • Performs additional duties as assigned.
Essential Knowledge, Skills, and Abilities:
  • Understanding of the principles, methods, and techniques of records management.
  • Familiarity with the principles and practices related to the collection and disposition of public records.
  • Ability to cultivate and maintain effective working relationships with colleagues, state agencies, and the public.
  • Proficient in reading, analyzing, and interpreting industry publications, professional journals, technical procedures, and government regulations.
  • Strong oral and written communication skills, with the ability to effectively present information and respond to inquiries from colleagues, state agencies, and the public.
  • Advanced computer skills, including proficiency in word processing, spreadsheets, databases, presentation software, and communication tools.
  • Ability to articulate ideas clearly in both verbal and written formats.
Qualifications:
  • Bachelor's degree in history, business or public administration, information systems, library science, or a related field; relevant work experience may be considered in lieu of formal education.
  • A master's degree in history, library science (with a focus on archival and/or information science), computer science, or a related field is preferred.
  • Demonstrated knowledge of standard records management practices.
  • Experience in a public records environment is highly desirable.
  • Certification as a Records Manager or a commitment to obtain such certification.
  • Ability to lift heavy boxes weighing approximately 40-50 pounds.
  • A valid driver's license and the capacity to travel as needed.
Preferred Qualifications:
  • Knowledge of hardware and software utilized for electronic imaging systems, document management systems, and personal computers.
  • Understanding of digital preservation standards and best practices, including familiarity with the OAIS Reference Model and metadata standards such as Dublin Core, METS, or PREMIS.
  • Experience in web development and design.
The responsibilities outlined above are not exhaustive and may be supplemented as necessary for the effective operation of the department.

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