Records Management Specialist-Archive Assistant

1818 E Sky Harbor Circle North Phoenix, AZ 85034

Join a team dedicated to supporting the mission of the Department of Child Safety by ensuring the accurate management and distribution of critical archived records. As an Archive Assistant, you will coordinate the maintenance, tracking, and delivery of closed records case files for all five DCS Regions, OCWI, and Central Office. This role offers the opportunity to make a meaningful impact behind the scenes while developing valuable operational and leadership experience by serving as acting team lead when on-site leadership is unavailable.

• Prepares closed document forms for the purpose of coding, organizing or indexing information according to established procedures. Identify files, boxes, or documentation issues that disrupt workflow or reduce productivity. Document findings and work with manager with clear details for corrective action.
• Inputs, verifies, and maintains records in the database with a high level of accuracy to uphold data integrity and ensure reliable retrieval for both internal and external stakeholders.
• Documents incoming records deliveries with complete accuracy, ensuring proper chain-of-custody and secure handling of confidential materials.
• Reviews errant documentation to identify correct record types, confirm retention schedules, and ensure compliance with organizational and legal requirements.
• Manages record scanning operations by monitoring the shared inbox, processing digital submissions, and completing scanning tasks in a timely and accurate manner during periods of Team Lead absence.
• Serves as on-site representative during vendor visits by coordinating access, addressing operational inquiries, and verifying that vendor activities comply with contractual requirements.
• Attends office meetings, completes and attends all necessary/mandatory trainings. Supports the DCS/Arizona Management System (AMS) by updating huddle boards, charts, etc. May require driving.
• Provides effective customer service to internal/external customers. Interacts with staff from the Arizona State Library and Archives. Coordinates transfer of appropriate records to State Records Center and State Archives. Authorizes all transactions and coordinates disposal of appropriate records. May Require driving.
• Other duties as assigned as related to the position.

Knowledge of:

• Procedures for organizing, storing, retrieving, and archiving closed case files; including confidentiality and security protocols
• Familiarity with document tracking, inventory systems, and file transfer processes
• General office practices, workflow coordination, and administrative support functions
• Proficiency with office software (Microsoft Office Suite, email, spreadsheets), electronics records systems, and possibly databases used for case file management

Skills in:

• Office equipment
• Computer skills including Office software, MS Word, Outlook, Excel and Adobe Pro
• Written and verbal communication
• Legible penmanship
• Verbal and written communication
• Establishing and maintaining interpersonal relationships
• Organization and time-management
• Providing excellent customer service

Ability to:

• Apply statute and policy to varying types of records requests
• Review records to ensure they accurately identified and accurate retention policies are applied.
• Analyze and establish priorities
• Distribute a variety of closed case records
• Review and respond to records request in a timely manner
• Learn records management, record keeping, inventory control procedures/practices, federal/state laws, regulations, policies, and procedures/practices regarding retention schedules

• 2-3 years related experience in records or warehouse environment
• High School Diploma and 1-2 years related experience

Must obtain and maintain clearance of the DCS Central Registry.

This position does require driving or the use of a vehicle as an essential function of the job to conduct State business. The following…