Records Management Associate

State of Indiana; Indianapolis (IN); On-site; USD 34,000 - 41,000; Full time

Benefits offered by this job

Health insurance

Education Reimbursement

Free Parking

LinkedIn Learning access

Paid time off

Job summary

The Records Management Associate at the State of Indiana ensures accurate, timely handling of records and documents, organizing physical and electronic records through their lifecycles. You will support confidentiality, retention, and accessibility while assisting staff who rely on well‑managed information to serve children and families.

This onsite role requires attention to detail and adherence to procedures in a fast‑paced, service‑oriented environment.

Qualifications

• Specialized knowledge of agency functions needed to assist records management and develop forms.
• Specialized knowledge of information systems organization, including systems analysis and information management from forms development to retention and final disposition.
• Specialized knowledge of retention scheduling principles and techniques.
• Specialized knowledge of forms analysis and design, printing methods, and practical retention/storage.
• Specialized knowledge of laws governing use, storage and retrieval of public records and ability to document agency responsibilities.

Responsibilities

• Indexing and filing records.
• Processing information requests.
• Coordinating secure storage and retrieval.
• Supporting retention and destruction workflows per state policies.

Skills

Attention to detail

Recordkeeping

Communication skills

Process adherence

Timeliness

Job description

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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.

About the Department of Child Services:

Join a group of passionate, dedicated public servants to support one of Indiana’s most critical missions!

Our culture is built upon ourMVPfoundation:

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.

Role Overview:

The Records Management Associate ensures accurate, timely, and compliant handling of records and documents. You will organize, maintain, and track physical and electronic records throughout their lifecycles. The Records Management Associate helps uphold agency standards for confidentiality, retention, and accessibility while providing reliable support to staff who depend on well‑managed information to serve children and families.

This position requires strong attention to detail, consistency in following procedures, and the ability to work efficiently in a fast‑paced, service‑oriented environment.

Key responsibilities include:

• Indexing and filing records.
• Processing requests for information.
• Coordinating secure storage and retrieval.
• Supporting retention and destruction workflows in line with state policies.

This is a fully onsite position in the central DCS offices at the Indiana Government Center in Indianapolis, IN.

The salary for this position traditionally starts at $37,648.00 but may be commensurate with education or work experience. Use our Compensation Calculator to view the total compensation package.

A Day in the Life:

Responsibilities include:

• Determinesignificance of records and drafts retention schedule.
• Developsystem to organize records according to appropriate record retention schedules.
• Designaterecords for disposal and verifylegality of disposal and records information on database.
• Designdatabase to utilize records as a cross reference or for reference use by more than one agency.
• Answerquestions concerning matching of records series with corresponding retention schedule.
• Performadvanced forms analysis and specification writing.
• Resolveformproblems in regard to specification or other specific agency requirements.
• Completereports stating number of forms designed, deleted, revised or reprinted.
• Directand coordinatethe work of lower-level analysts and trainsubordinates in methods and procedures of records management and forms design and analysis.
• Coordinateinformation systems collection and retrieval.
• Coordinatepreparation of printed materials and/or retention and deletion of state forms

The job profile 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.

What You'll Need for Success:

Individuals in this role should minimally be able to articulate or demonstrate the following:

• Specialized knowledge of specific agency functions needed to assist agencies with records management and to develop appropriate forms.
• Specialized knowledge of information systems organization principles, including systems analysis techniques and information management process: from forms development, through agency use and retention to final disposition of records.
• Specialized knowledge of principles and techniques of retention scheduling.
• Specialized knowledge of forms analysis and design, printing methods, techniques and practices used to develop cost effective and practical forms applicable to retention and storage.
• Specialized knowledge of research methods and laws governing use, storage and retrieval of public records and ability to compile history of agency records management responsibilities and actions.
• Ability to communicate effectively,especially in drafting accurate, complete and concise descriptions for retention schedules.
• Ability to analyze flow of records-purpose and length of required retention to determine most efficient and cost-effective system of information management.
• Ability to apply random information to principles of systems organization and records retention.
• Ability to train and coordinate work of lower-level analysts.
• Ability to perform essential functions with or without reasonable accomodations.

A degree is not required.

Supervisory Responsibilities/Direct Reports:

This role may be utilized in a supervisory capacity based on agency needs.

Benefits of Employment with the State of Indiana:

The State of Indiana offers a comprehensive benefits package for full-time employees that includes:

• Three (3) medical plan options (including RX coverage) as well as vision and dental plans
• Wellness Rewards Program: Complete wellness activities to earn gift card rewards
• Health savings account, which includes bi-weekly state contribution
• Deferred compensation 457(b)account (similar to401(k) plan) with employer match
• Two (2) fully-funded pension plan options
• A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to:
  • 150 hours of paid New Parent Leave and up to eight weeks of paid Childbirth Recovery Leave for eligible mothers
  • Up to 15 hours of paid community service leave
  • Combined 180 hours of paid vacation, personal, and sick leave time off
  • 12 paid holidays, 14 in election years
• Education Reimbursement Program
• Group life insurance
• Employee assistance program that allows for covered behavioral health visits
• Qualified employer for the Public Service Loan Forgiveness Program
• Free Parkingfor most positions
• Free LinkedIn Learningaccess

The State of Indiana is an Equal Opportunity Employer and is committed to recruiting, selecting, developing, and promoting employees based on individual ability and job performance. Reasonable accommodations may be available to enable individuals with disabilities to complete the application and interview process as well as perform the essential functions of a role. If you require reasonable accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at [e-mail] .