Records Management Specialist Commonwealth of Virginia in Fairfax, VA

Title:

Records Management Specialist

Location:

Fairfax, Virginia, United States

Job Type: Full‑time (Salaried) – Hybrid Eligible, up to 2 telework days.

Pay Band: 05. Salary: $55,000 to $65,000.

Department:
Library. Classification:
Library Specialist 3.

Sponsorship Eligibility:
Not eligible for visa sponsorship.

• Records Management (analog and electronic)
  • Implements and maintains records retention, access, and disposition schedules by applying knowledge of the Virginia Public Records Act, the Library of Virginia’s retention and disposition schedules, and in compliance with University Policy 1102:
    Records Management.
  • Oversees the secure transfer, storage, and destruction of analog and electronic records, ensuring proper documentation of all activities.
  • Interprets and follows general and specific national and international standards, principles, and best practices in records management for both analog and electronic records regulations and standards established by George Mason University, the Commonwealth of Virginia, and all federal laws such as the Freedom of Information Act (FOIA), the Health Insurance Portability and Accountability Act (HIPAA), and the Family Educational Rights and Privacy Act (FERPA), while advising University offices/units and appraising University records.
  • Provides input into formulating new and enhancing policies and procedures for improving workflow processes and participates in updating unit, department, functional area procedure, and policy manuals and other written documentation, instructional materials, web‑based guides, etc.
  • Compiles and maintains accurate records and statistics related to records management duties.
  • Assists with the annual review of University Policy 1102:
    Records Management. Conducts audits of departmental records, and quality checks of departmental records practices to verify adherence to schedules and procedures.
  • Supports the administration and maintenance of electronic records management systems by ensuring the accurate classification, indexing, retrieval, preservation, and disposition of digital records throughout their lifecycle; and
  • Assists University departments with implementing electronic records management best practices, including digital storage standards, metadata requirements, data security measures, and compliance with institutional and legal retention requirements for electronically stored information (ESI).
• Records Management Education, Training, and Outreach
  • In coordination with the URO, provides guidance and training to University administrators, faculty, and staff on best practices in records creation, retention, storage, and disposal in alignment with University policies and systems.
  • Regularly consults with departmental staff and/or liaisons related to management and application of state and federal regulations to support and promote compliance for risk management.
  • Collaborates with the URO and University departments, including ITS, Compliance, University Counsel, etc., to ensure the records management program aligns with institutional needs and security requirements, and promotes increased and improved implementation of records management processes on a university‑wide scale through enhanced technology tools, communication, and partnerships.
  • Develops instruction materials, quick reference guides, and other resources for staff; and
  • Assists the larger University Records Management program with outreach work.
• University Records Center Management
  • Serves as a lead in managing the onsite warehouse, including organizing regularly‑scheduled shreds, distribution of boxes, and communication with departments for pickups and deliveries.
  • Manages the workload of staff working in the warehouse.
  • Coordinates with the URO in communication with and direction of George Mason department Records Coordinators.
  • Works with the URO in ensuring third‑party deliveries and pickups and assists in regularly addressing issues and questions, including communications with other third‑party vendors.
  • Ensures the professionalism of the University Records Management program by establishing clear protocols and expectations for wage and student staff in their work with…