Records Management Specialist

Summary Statement

Records Management Specialists are responsible for maintaining public and/or confidential records for an organization from creation to final preservation or disposal. Primary work involves ensuring the efficient and accurate management of records, including files, documents, reports, and other information. Work is performed in compliance with applicable laws, rules, and regulations, including those pertaining to security and confidentiality of records.

• Coordinates and manages the maintenance, storage, retrieval, retention, and disposal of an organization’s records including physical, electronic, and digital files, documents, reports, and other information.
• Applies and ensures compliance with applicable laws, rules, regulations, standards, policies, and procedures, including procedures on security, confidentiality, and authorized access of records.
• Reviews, processes, and evaluates information for completeness and accuracy, and resolves discrepancies by researching and correcting inaccurate records.
• Creates and maintains a variety of record-keeping systems or logs to file, track, and retrieve documents or other information.
• Prepares, maintains, and implements records retention schedules and disposes of records in accordance with legal and organizational requirements.
• Recommends appropriate length of retention period, method of storage and disposal, and consults with records management or storage facility staff, as required.
• Uses a variety of card files, microfiche/microfilm records, logs, and imaging or information systems, as well as computer software, to enter, update, modify, delete, retrieve, and report on information, records, and documents.
• Performs office support activities such as preparing and distributing correspondence, billing, payment, or other documents; or creating, maintaining, updating, and merging documents or data.
• Participates in developing and maintaining quality control and related records handling and management procedures, practices, and guidelines.
• Educates and trains staff on proper record-keeping practices and policies.
• Monitors and evaluates the performance of record-keeping systems and makes recommendations for improvements.
• May evaluate and fulfill requests from the public and state agencies for public records.
• Performs other related duties as required.

• One year of experience in record keeping such as maintaining, filing, tracking, and retrieving physical, electronic, and digital documents, reports, or other information.
• One year of experience in document processing such as reviewing and evaluating records for completeness and conformity with laws, rules, regulations, standards, policies, and procedures, resolving deficiencies, and tracking and monitoring activities.
• One year of experience in using an automated information system to enter, update, modify, delete, retrieve/inquire, and report on data.
• Six months’ experience in using standard computer software/applications to create documents, develop spreadsheets, or maintain/update databases.

OR

• Possession of an Associate’s degree or higher.

• Criminal background check: A satisfactory criminal background check is required as a condition of hire. The recruiting agency may require the applicant to pay for the criminal background check as part of the conditional offer of hire.

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The application and supplemental questionnaire are evaluated based upon a rating of your education, training and experience as they relate to the job requirements of the position. It is essential that you provide complete and accurate information on your application and the supplemental questionnaire to include dates of employment, job title and job duties. For education and training, list name of educational provider, training course titles and summary of course content.

Narrative information supplied in response to the questions must be supported by the information supplied on the application including your employment, education and training history as…