Program Support Specialist - Records Management

State of Missouri; Jefferson City (MO); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

Health insurance

Annual and sick leave

13 paid holidays

Retirement and savings match

Job summary

State of Missouri is seeking a dependable General Services Specialist to oversee the file room, maintain client records, and support retention guidelines. You will collaborate with AWARE and SMART systems, retrieve and archive records, and assist district offices as needed.

The role requires a high school diploma or equivalent and at least one year of office experience. Travel to district offices may be required, with competitive benefits from the State.

Qualifications

• Knowledge of general office procedures.
• Ability to operate basic office equipment.
• Knowledge and ability to maintain and update files.
• Ability to maintain confidential records and use discretionary judgment in dispensing information.
• Ability to review materials for numerical and procedural accuracy.

Responsibilities

• Oversee and maintain the file room following state retention guidelines.
• Coordinate with the State Record Center to generate barcodes and labels; retrieve closed case files as needed.
• Prepare and disseminate labels for file folders to district office contacts.
• Process case files from district offices into the file room and identify received/missing files.
• File records numerically according to bar codes.
• Manage the File Room SharePoint site for timely information sharing with district offices.
• Retrieve and scan requested information into the AWARE case management system.
• Request and retrieve closed case files from the State Record Center as needed.
• Archive past fiscal years' closed files on schedule.
• Travel to district offices as needed.

Skills

Office procedures

Confidential records

Numerical accuracy

AWARE & SMART systems

File management

Equipment operation

Organizational skills

Education

High school diploma or equivalent

Job description

Job Location: 3024 Dupont Circle, Jefferson City, MO 65109

Please note: The salary listed in this job description is a base salary. Applicants eligible for years-of-service adjustments or shift differentials may exceed salary range listed above.

Why you'll love this position: You will experience a culture of support, encouragement, and care for one another and our clients.The work we do is life-changing for Missouri citizens with disabilities, as we collaborate with them on their journey toward employment. Our clients find the sense of purpose and independence we all seek in life. Join our team to find fulfillment in helping others achieve their employment goals!

Job Summary: This position is responsible for overseeing, organizing and maintaining the file room and ensure client records are kept according to state and agency retention guidelines and assisting the Office of Adult Learning and Rehabilitation Services staff in retrieving closed case file information. This position works under the general direction of the Director of General Services.

Essential Job Duties

• Collaborates with the Assistant Director of AWARE to generate closed case lists to be called for from the district offices on a scheduled basis.
• Coordinates with the State Record Center to generate SMART system barcodes for the files and prints labels for dissemination using the called for lists; and to request and retrieve closed case files as needed.
• Prepares and disseminates labels to be affixed to the file folders containing the closed case files to the district office contacts.
• Processes case files from district offices into the file room against the called for lists to identify received and missing files.
• Files records numerically according to the bar codes.
• Oversees the File Room SharePoint site to ensure requested closed case file information is provided to the district offices in the timeliest and most efficient method.
• Retrieves and scans requested closed case information into the AWARE case management system for district offices.
• Requests and retrieves closed case files from the State Record Center as needed.
• Archives past fiscal years closed case files on a specified schedule.
• Travels to district offices as needed.
• Evaluates unassociated closed case file mail and files appropriately.
• Serves as backup support for the General Services Specialist as needed. Duties could include reserving rental vehicles, assisting in agency phone maintenance, and other general administrative duties.
• Assists the Director of General Services with other projects as needed.
• Performs other duties as assigned.

Minimum Experience And Training

• Graduation from high school or equivalent required.
• One year of experience in responsible general office work or an equivalent of training and experiences.

Other qualifications and experience, which in the opinion of the Assistant Commissioner of Education meet the requirements of the position, may be accepted in lieu of the above.

Required Knowledge, Skills And Abilities

• Knowledge of general office procedures.
• Ability to operate basic office equipment.
• Knowledge and ability to maintain and update files.
• Ability to maintain confidential records and files and use discretionary judgment in dispensing information.
• Ability to review materials for numerical and procedural accuracy.
• Physical ability to perform tasks while standing, bending, reaching, climbing, pushing, pulling, and lifting up to 50 lbs.
• Ability to learn and use computer programs, such as AWARE and SMART systems, as pertains to the job.
• Strong organizational skills in order to maintain efficient file room operations.

Lack of post-secondary education will not be used as the sole basis denying consideration to any applicant.

The State of Missouri offers an excellent benefits package that includes a defined pension plan, generous amounts of leave and holiday time, and eligibility for health insurance coverage. Your total compensation is more than the dollars you receive in your paycheck. To help demonstrate the value of working for the State of Missouri, we have created an interactive Total Compensation Calculator. This tool provides a comprehensive view of benefits and more that are offered to prospective employees. The Total Compensation Calculator and other applicant resources can be found here.

• Health insurance 1st of the month following start date
• Generous amounts of annual and sick leave each month
• 13 paid holidays
• Retirement and deferred savings programs with up to $25 match
• Ongoing opportunities for training and professional development

If you have questions about this position, please contact: Human Resources at 573-751-3251 or by email: [e-mail]

To our applicants with disabilities: For assistance with any phase of the application process, please contact Human Resources at 573-751-3251. Reasonable attempts will be made to accommodate requested needs. TTY/TDD users: Relay Missouri Service: 573-751-0881.

Notice to Applicants: Missouri Department of Elementary and Secondary Education is unable to sponsor applicants for work visas through INS.

This description may not include all the duties, knowledge, skills or abilities associated with this classification.