Records Management Specialist

State of Delaware; Delaware; On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Health Benefits

Retirement Benefits

Training and Development Programs

Paid Leave

Job summary

State of Delaware is seeking a Records Management Specialist to maintain and process public and confidential records from creation to disposal. The role requires ensuring accuracy, compliance with laws, and confidentiality across physical, electronic, and digital files.

Responsibilities include coordinating retention schedules, implementing disposal methods, and training staff on proper record-keeping practices. A1: one year experience in record keeping and document processing is expected.

Qualifications

• One year of experience in record keeping (maintaining, filing, tracking, retrieving).
• One year of experience in document processing (reviewing, evaluating, tracking).
• One year of experience using an automated information system to enter and report data.
• Six months’ experience with standard computer software to create documents, spreadsheets, or maintain/update databases.

Responsibilities

• Coordinate retention, storage, retrieval, and disposal of records (physical/electronic).
• Ensure compliance with laws, rules, and confidentiality requirements.
• Create and maintain record-keeping systems and logs.
• Prepare and implement retention schedules and disposal of records.

Skills

Records management

Document processing

Data entry

Computer literacy

Education

Associate’s degree or higher

Tools

Automated information system

Job description

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.

Essential Functions

• 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.

Job Requirements

• 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.
• Possession of an Associate’s degree or higher.

Conditions of Hire

Pre-employment Drug Testing: Upon a conditional offer, you must undergo pre-employment drug testing as part of the hiring process.

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.

This position is a classification organized under an exclusive bargaining representative (labor organization) that has been elected by employees as their representative for collective bargaining and other applicable terms and conditions of employment, in accordance with Title 29, Chapter 59 and Title 19, Chapter 13 and 16. This position is covered by a collective bargaining agreement based on its individual terms.

All new hires are required to report to the Statewide New Employee Orientation (SNEO) on their first day of employment. Sessions are held at designated locations in Kent or New Castle County.

Applicants must be legally authorized to work in the United States. The State of Delaware Executive Branch participates in the Federal E-Verify system where the State will provide the federal government with each new hire’s Form I-9 information to confirm that you are authorized to work in the U.S. For more information refer to our job seeker resources.

Benefits

Health and Well Being

• Health Benefits, Dental Insurance, Vision Insurance

Just In Case

• Disability Insurance, Group Universal Life Insurance

Your Future

• Retirement Benefits, Deferred Compensation

Professional Growth

• Training and Development Programs

Work Life Balance

• Paid Leave, Paid Holidays, Paid Parental Leave, Alternative Work Schedules

More Benefits

• Flexible Spending, Pre-Tax Commuter Benefits, Accident and Critical Illness Insurance

Visit Statewide Benefits for more information!

Selection Process

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 it relates to the job requirements.

Once you have submitted your application on-line, all future correspondence related to your application will be sent via email. Please keep your contact information current. You may also view all correspondence sent to you by the State of Delaware in the “My Applications” tab at StateJobs.Delaware.gov.

Accommodations

Accommodations are available for applicants with disabilities in all phases of the application and employment process.

Individuals who use TDD may request auxiliary aid or service by calling [phone] or by visiting delawarerelay.com.

If you need assistance with an accommodation under the Americans with Disabilities Act (ADA) or general applicant support, you may call [phone] or email [e-mail].

The State of Delaware is an Equal Opportunity employer and values a diverse workforce. We strongly encourage and seek out a workforce representative of Delaware including race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression.