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RECORDS MANAGEMENT SPECIALIST
RECORDS MANAGEMENT SPECIALISTState of Arizona • Phoenix, AZ, US
RECORDS MANAGEMENT SPECIALIST

RECORDS MANAGEMENT SPECIALIST

State of Arizona • Phoenix, AZ, US
6 days ago
Job type
  • Full-time
  • Part-time
Job description

Overview

Records Management Specialist – State of Arizona, Department of Environmental Quality (ADEQ).

Location : 1110 W. Washington Street, Phoenix, AZ 85007

Salary : $40-$45K; Grade : 17

Posting Details : Open Until Filled

Job Summary

This position supports the ADEQ Records Management Center in fulfilling public records requests by locating, retrieving, and managing physical and / or electronic records within a records center. This position conducts basic and intermediate public records requests for the records center team. This role involves processing requests for records, maintaining accurate records tracking, and ensuring compliance with privacy and security regulations. Strong organizational, communication, and computer skills are crucial for success in this position. This position involves records maintenance, including proper labeling, accurate filing, performing data entry with a high degree of accuracy, preparing records for off-site storage and archiving, adhering to retention schedules. Ability to perform tasks that may involve lifting, moving, and organizing boxes of records. This position also supports the RMC by serving as back-up for the file room front desk. This position also involves providing a significant amount of customer service to external and internal customers.

Job Duties

  • Locating, retrieving, and distributing records according to established procedures in response to public records request and internal records request. This may involve physical records, electronic files, or a combination of both. Receiving and processing requests for records from various sources, including internal departments or external parties
  • In-take basic and intermediate records requests, conduct records research, review, organize, and analyze large quantities of documents to determine if they are responsive to public records requests.
  • Ensuring records are properly filed, labeled, stored, and maintained in accordance with established systems and retention schedules.
  • Interacting with individuals requesting information, providing assistance and guidance. Collaborating with other agency staff involved in ongoing continuous improvement activities and projects to develop solutions and implement changes.
  • Maintaining accurate records of all record movements and locations, data entry / updating records systems
  • Participating in audits, file inventory and quality control checks to ensure the accuracy and completeness of records and adhering to retention schedules
  • Serving as back up to records center file room front desk
  • Assisting in scanning projects and uploading files to create digital copies of physical records
  • Other duties as assigned as related to the position (typically 5% - 10%)

Knowledge Of

  • State records management
  • Methods and techniques of maintaining records in a controlled environment
  • Understanding principles of records management, including organization, retention, and disposition of physical and digital records.
  • Familiarity with software used for storing, organizing, and retrieving documents.
  • Researching and compiling information
  • State statutes, rules and regulations as they pertain to the Department and section
  • State government and department organizational structure
  • Knowledge of best practices for safeguarding sensitive information and preventing unauthorized access.
  • Microsoft Office and the G-Suite / Workplace

    • Skills In

  • Using computers and relevant software, including DMS, word processing, spreadsheets, and databases.
  • Excellent organizational skills and proven attention to detail
  • Verbal and written communication
  • Gathering of facts and information
  • Effectively managing multiple priorities and completing tasks within deadlines.
  • Accurate and efficient input of information into record systems
  • Statistical and abstract analysis
  • Customer service and the ability to effectively interact with a wide range of internal and external customers

    • Ability To

  • Work under pressure meeting deadlines
  • Exhibit personal initiative
  • Prioritize effectively
  • Adapt to changing assignments and priorities
  • Respond to inquiries with tact, diplomacy, and appropriate timely information
  • Capacity to troubleshoot issues related to record retrieval, such as locating misfiled documents or resolving system errors.
  • Work as a team player within several divisions
  • Organize, prioritize and perform multiple tasks on a daily basis
  • Establish and maintain effective and positive working relationships with agency staff and the public
  • Provide excellent service to those who request records, ensuring their needs are met efficiently and professionally.
  • Complete assigned tasks accurately and in a timely manner
  • Work independently with minimal supervision
  • Meet deadlines
  • Report work status, issues, and inquiries timely
  • To lift boxes up to 50 lbs.
  • Be organized, analytical, and professional
  • Analyze and establish priorities
  • Display sound judgment

    • Selective Preference(s)

  • High school diploma or equivalent
  • Associate's degree preferred
  • Previous experience in records management, data entry, or a related field is preferred

    • Pre-Employment Requirements

    If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply : Driver's License Requirements.

    All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

    Benefits

    Among the many benefits of a career with the State of Arizona, there are :

  • 10 paid holidays per year
  • Accrual of sick and annual leave beginning at 12 and 13 days per year respectively for full-time employees
  • Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster / adopted child (pilot program).
  • A top-ranked retirement program with lifetime pension benefits
  • A robust and affordable insurance plan to include medical, dental, life, short-term and long-term disability
  • An incentivized commuter club and public transportation subsidy program
  • We promote the importance of work / life balance by offering workplace flexibility
  • We offer a variety of learning and career development opportunities

    • By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work / life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.

    The State of Arizona is an Equal Opportunity / Reasonable Accommodation Employer.

    Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting HPO@azdeq.gov. Requests should be made as early as possible to allow time to arrange the accommodation.

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