Document Management, Retention, and Data Privacy Specialist

Work for Indiana Begin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering a range of opportunities across 60+ agencies. At the state, you’ll find competitive compensation, a robust benefits package and a commitment to work-life balance. Most importantly, you’ll have the chance to make a real and measurable impact on the lives of Hoosiers across Indiana.

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 through services that focus on family support and preservation. 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.

Role Overview: The Document Management, Retention, and Data Privacy Specialist assists in developing and managing DCS’s program for accurately, effectively, and economically managing, retaining, and disposing of specific types of agency documents in compliance with all applicable retention and data privacy mandates.
Salary: This position traditionally starts at an annual salary of $61,022 but may be commensurate with education and job experience.
A Day in the Life: Responsibilities include:

• Design and implement record-keeping systems, databases, and electronic document management platforms.
• Implement measures to:
• Protect critical information and identify and remedy vulnerabilities in agency records management processes.
• Establish and revise agency records retention and disposition schedules.
• Maintain inventories of records series that are accurate and complete.
• Dispose of non-permanent agency records that have met retention requirements in a prompt, orderly, and documented manner.
• Transfer permanent agency records to the custody of the State Archives.
• Understand and apply records management policies, retention schedules, and similar governance.
• Develop and administer a regular agency-wide records management training program emphasizing, at a minimum, records request procedures, compliance with applicable record retention schedules, appropriate data privacy considerations, and state and federal disclosure safeguard procedures.
• Consult with DCS Regional Designees on records management needs and practices.
• Liaise with the Indiana Archives and Records Administration (“IARA”) Records Center and State Archives personnel.
• Serve as an integral member of the team responsible for the physical transportation of records to and from the Local DCS Offices and the IARA Records Center/State Archives; electronic records management (including meeting recordings), web archiving, and digital preservation.

The job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned at any time. This position is exempt from overtime compensation for additional work hours that may be required to complete essential functions or other assigned work. Exempt employees may work more than 75 hours in a pay period without additional compensation and must report a minimum of 75 hours per pay period of work hours and/or paid leave taken to receive their base biweekly salary.

• A Bachelor’s Degree and 1 year of experience, or
• An Associate’s degree with 2+ years of experience, or
• At least 3+ years of experience applying the below, outlined knowledge, skills, and abilities in a similar role.
• Related certifications and coursework may be considered for education or experience.

Additional qualifications:

• Thorough research, organizational, analytical, and…