ARCHIVES ASSISTANT

Arizona State Government; Chicago (IL); Hybrid; USD 32,000; Full time

Job summary

The Arizona Department of Child Safety is seeking an Archives Assistant to support the Retention Center for the Child Safety Support Administration. In this role, you will manage closed records, interact with internal and external customers, and help coordinate records transfer to State archives. This position offers a comprehensive benefits package and the ability to partake in a remote work program.

Benefits

Affordable medical, dental, life, and short-term disability insurance plans

Top-ranked retirement and long-term disability plans

10 paid holidays per year

Vacation time accrued at 4.00 hours bi-weekly for the first 3 years

Sick time accrued at 3.70 hours bi-weekly

Deferred compensation plan

Wellness plans

Qualifications

• Knowledge of basic office equipment including personal computer, fax, copier and telephone.
• Ability to follow instructions and analyze priorities.
• Willingness to learn records management procedures and federal/state laws.

Responsibilities

• Distributes and handles closed records according to retention schedules.
• Prepares closed document forms for coding and organizing information.
• Provides effective customer service and interacts with staff from Arizona State Library.

Skills

Legible penmanship

Verbal communication

Written communication

Interpersonal relationships

Organization

Time-management

Customer service

Job description

DEPARTMENT OF CHILD SAFETY

The Arizona Department of child Safety (DCS) is a social and human services agency whose mission is to successfully partner with families, caregivers, and the community to strengthen families, ensure safety, and achieve permanency for all Arizona’s children through prevention, services, and support.

ARCHIVES ASSISTANT

Job Location:

LEGAL SERVICES ADMIN
1818 E Sky Harbor Circle North Phoenix, AZ

Posting Details:

Salary: $15.0150 HRLY/$31,231.20 Salary

Grade: 15

Closing Date: June 13, 2025

Job Summary:

This position supports the Retention Center for the Child Safety Support Administration (CSSA) and is responsible for distributing and handling closed records case files for all five Department of Child Safety (DCS) regions (Northwest, Northeast, Maricopa West, Maricopa East, and South).

The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State’s Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.

Job Duties:

• Distributes and handles closed records to ensure retention schedules are being followed.
  
• Prepares closed document forms for the purpose of coding, organizing or indexing information according to agency and/or division/section procedures.
  
• 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.
  
• Provides assistance and information to all field units, offices, and agency managers that request information/assistance for problems relating to records management.
  
• Attends office meetings, completes all mandatory training, and attends all necessary trainings. Supports the DCS management system/Arizona
• Management System (AMS) by updating huddle boards, charts, etc.
  
• Other duties as assigned as related to the position.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:

• Basic office equipment including personal computer, fax, copier and telephone
  
• Numerical/Alphabet sequences

Skills in:

• Legible penmanship
  
• Verbal and written communication
  
• Establishing and maintaining interpersonal relationships
  
• Organization and time-management
  
• Providing excellent customer service

Ability to:

• Follow instructions
  
• 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

Selective Preference(s):

N/A

Pre-Employment Requirements:

Must be able to secure and maintain clearance from DCS Central Registry.

This position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply:Driver’s License Requirements.

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Benefits:

The State of Arizona provides an excellent comprehensive benefits package including:

• Affordable medical, dental, life, and short-term disability insurance plans
  
• Top-ranked retirement and long-term disability plans
  
• 10 paid holidays per year
  
• Vacation time accrued at 4.00 hours bi-weekly for the first 3 years
  
• Sick time accrued at 3.70 hours bi-weekly
  
• Deferred compensation plan
  
• Wellness plans
  

By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.

Learn more about the Paid Parental Leave pilot programhere. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

Retirement:

Positions in this classification participate in the Arizona State Retirement System (ASRS). Enrollment eligibility will become effective after 27 weeks of employment.

Contact Us:

Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting 602-255-3141 or by email [e-mail]. Requests should be made as early as possible to allow time to arrange the accommodation. Should you have any further questions regarding the interview process you can reach out to a member of our recruitment team at 602-255-2903 or by email [e-mail]. The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.