Records Management Pro: Retention & Compliance

DelDOT; Dover (DE); On-site; USD 48,000 - 65,000; Full time

Job summary

DelDOT is seeking a Records Management Specialist to maintain public and confidential records from creation to final preservation or disposal, ensuring compliance with applicable laws and security standards.

The role involves managing retention schedules, disposal, training staff, and improving record-keeping systems. Experience in record keeping, document processing, and using automated information systems is essential.

Qualifications

• 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.

Responsibilities

• 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.

Skills

Record keeping

Document processing

Attention to detail

Education

Associate’s degree or higher

Tools

Automated information system

Office software

Job description

DelDOT is seeking a Records Management Specialist to maintain public and confidential records from creation to final preservation or disposal, ensuring compliance with applicable laws and security standards.

The role involves managing retention schedules, disposal, training staff, and improving record-keeping systems. Experience in record keeping, document processing, and using automated information systems is essential.