Records Management, Retention, and Data Privacy Assistant

Records Management, Retention, and Data Privacy Assistant

Join the State of Indiana as a Records Management, Retention, and Data Privacy Assistant.

Join a group of passionate, dedicated public servants to support one of Indiana’s most critical missions! The Department of Child Services helps children who are victims of abuse or neglect and strengthens families. We pursue permanency for children and families through reunification, guardianship, and adoption. Our services also encompass foster care, child support, and transitional support for those adjusting to adulthood.

Our culture is built upon our MVP foundation. Mission: Champion Indiana’s future by protecting children and strengthening families with compassion and determination. Vision: Every child in Indiana thrives in a safe, loving, forever home. Purpose: Ignite hope. Cultivate joy.

The Document Management, Retention, and Data Privacy Assistant supports the Ethics and Compliance team in managing documents and data within established protocols.

Annual salary starts at $37,648 but may be commensurate with education and experience.

• Determine significance of records and drafts retention schedule.
• Develop system to organize records according to appropriate record retention schedules.
• Designate records for disposal and verify legality of disposal and record information on database.
• Design database to utilize records as a cross reference or for reference use by more than one agency.
• Answer questions concerning matching of records series with corresponding retention schedule.
• Perform advanced forms analysis and specification writing.
• Resolve form problems in regard to specification or other specific agency requirements.
• Complete reports stating number of forms designed, deleted, revised or reprinted.
• Direct and coordinate the work of lower-level analysts and train subordinates in methods and procedures of records management and forms design and analysis.
• Coordinate information systems collection and retrieval.
• Coordinate preparation of printed materials and/or retention and deletion of state forms.

• Specialized knowledge of specific agency functions needed to assist agencies with records management and to develop appropriate forms.
• Specialized knowledge of information systems organization principles, including systems analysis techniques and information management process: from forms development, through agency use and retention to final disposition of records.
• Specialized knowledge of principles and techniques of retention scheduling.
• Specialized knowledge of forms analysis and design, printing methods, techniques and practices used to develop cost‑effective and practical forms applicable to retention and storage.
• Specialized knowledge of research methods and laws governing use, storage and retrieval of public records and ability to compile history of agency records management responsibilities and actions.
• Ability to communicate effectively, especially in drafting accurate, complete and concise descriptions for retention schedules.
• Ability to analyze flow of records‑purpose and length of required retention to determine most efficient and cost‑effective system of information management.
• Ability to apply random information to principles of systems organization and records retention.
• Ability to train and coordinate work of lower‑level analysts.
• Able to perform essential functions with or without reasonable accommodation.
• No degree is required to fill this position.

This role may be utilized in a supervisory capacity based on agency needs.

• Three (3) medical plan options (including RX coverage) as well as vision and dental plans
• Wellness Rewards Program:
  Complete wellness activities to earn gift card rewards
• Health savings account, which includes bi‑weekly state contribution
• Deferred compensation 457(b) account (similar to 401(k) plan) with employer match
• Two (2) fully‑funded pension plan options
• A robust, comprehensive program of leave policies covering a variety of employee…