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Records Management Specialist

2 months ago

Phoenix, Arizona, United States Arizona Official Website of State of Arizona Full time

Position Overview:

Under the guidance of the Records Management Administrator, the Records Management Specialist is essential in partnering with governmental entities and various public organizations. Key responsibilities encompass the development or adjustment of retention schedules, ensuring compliance with optimal practices in records management and disposal, and aiding in the creation of educational resources for records personnel. The Specialist collaborates closely with records personnel to promote effective information governance, design documentation and other materials, and contribute to strategies alongside Archives staff for the preservation and management of public records. This role includes participation in the development, execution, and sustainability of the Trusted Electronic Records Repository (TERR).

The State of Arizona fosters a work environment that prioritizes flexibility, independence, and trust. Many State employees across various agencies, boards, and commissions are involved in the State's Remote Work Program, allowing them to work from home, in offices, or in shared spaces. All work, including remote tasks, should be conducted within Arizona unless an exception is duly authorized in advance.

Key Responsibilities:

  • Engages with and addresses inquiries from records personnel, public officials, governmental agencies, and other public organizations to ensure adherence to best practices in records management and to verify that retention schedules in use are current. This includes regular checks for and responses to inquiries through an online communication platform.
  • Supports records personnel statewide by offering guidance on agency records management programs and practices. This includes scheduling and conducting consultations, both in-person and virtually, ensuring that records personnel and agencies are well-informed about Arizona statutes, rules, and regulations related to records management.
  • Collaborates with fellow Records Management Specialists to create and revise retention schedules, publishes approved schedules online, maintains up-to-date databases, and properly manages the disposal of outdated retention schedules.
  • Aids the Records Management Administrator and other Specialists in developing and implementing training programs and resources for records personnel. This encompasses written materials, video presentations, and in-person workshops.
  • Maintains a comprehensive database of records personnel, assists them in utilizing contracted records storage and disposal services, and keeps regular communication regarding significant updates or issues affecting records management programs and practices in Arizona.
  • Contributes to special projects under the direction of the Records Management Administrator, working closely with other staff, particularly in Archives, as a liaison for the Records Management Branch on systems and processes (i.e., Trusted Electronic Records Repository, or TERR).

Knowledge, Skills & Abilities:

  • Knowledge of:
    • Arizona statutes relevant to Records Management (Title 41) and Public Records (Title 39) laws.
    • Records databases and archival systems.
    • Fundamental records management processes.
    • Sources, methods, and techniques in Records and Information Management (RIM) with a focus on public records.
    • Performance Management (PM), Continuous Quality Improvement (CQI), and Lean methodologies.
  • Skill in:
    • Analyzing complex information and formulating strategies for records management and preservation.
    • Staying organized to manage records effectively and uphold structured information governance.
    • Collaborating with records personnel, governmental agencies, and others to advocate for best practices in records management.
    • Maintaining strong written and verbal communication.
    • Understanding standard computer applications, databases, RIM software, and trustworthy repositories.
  • Ability to:
    • Apply and interpret standard Records and Information Management (RIM) principles effectively and efficiently.
    • Demonstrate strong communication skills across diverse groups.
    • Utilize and adapt to various computer and web applications, including databases.
    • Lead records management training sessions and workshops.
    • Foster a diverse, multicultural workforce that reflects the community, promotes equal opportunity, and cultivates an inclusive work environment where all individuals can perform to their fullest potential, free from discrimination of any kind.

Preferred Qualifications:

Certification as a Records Analyst (CRA) or Certified Records Manager (CRM) is preferred.

Benefits:

The State of Arizona provides a comprehensive benefits package, including:
Sick leave
Vacation with 10 paid holidays annually
Paid Parental Leave - Up to 12 weeks of paid leave for a newborn or newly-placed foster/adopted child (pilot program).
Health and dental insurance
Retirement plan
Life insurance and long-term disability insurance
Optional employee benefits such as short-term disability insurance, deferred compensation plans, and supplemental life insurance.

By offering the option of a full-time or part-time remote work schedule, employees benefit from improved work/life balance, report higher job satisfaction, and demonstrate increased productivity. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.

Retirement:

To assist you in building a financially secure future, the State contributes monthly to finance your retirement benefit. The State will match your contributions to the ASRS, meaning both you and the State will each pay 50% of the total cost of the benefit. New State employees have a waiting period for contributions to commence.