RECORDS MANAGEMENT SPECIALIST

AZ State Jobs; Phoenix, Northern (AZ, KY); Hybrid; USD 42,000 - 44,000; Full time

Benefits offered by this job

Health insurance

Arizona State Retirement System

Paid holidays & vacation

Job summary

Arizona Department of Economic Security (DES) is hiring a Records Management Specialist in Phoenix. You will identify and organize both physical and electronic records to fulfill public records requests, redact sensitive information, and ensure compliance with retention rules.

The role supports digitization projects and audits, requiring strong organizational and communication skills, with potential for remote scheduling and part-time options.

Qualifications

• Policies and practices for confidentiality of records.
• Knowledge of medical records keeping practices.
• Indexing records in alpha/numeric filing system.

Responsibilities

• Identify locations of physical and electronic records for public record processing.
• Review records and provide them to requesters, redact PHI when needed.
• Ensure retention standards and upload docs to the DES Public Records Portal.
• Support large-scale records management projects (digitization, permanent records).
• Audit requests for compliance with disclosure forms (HIPAA).
• Provide training to increase staff awareness of records request processes.

Skills

Confidentiality policies

Medical records

Record indexing

Electronic records

Time management

Oral and written comms

LAN applications

Tools

FOCUS

Google Suite

Job description

DEPARTMENT OF ECONOMIC SECURITY

Your Partner For A Stronger Arizona.
DES works with families, community organizations, advocates and state and federal partners to realize our collective vision: A thriving Arizona.
DES serves more than 3 million Arizonans. Our Mission is to strengthen individuals, families, and communities for a better quality of life.

RECORDS MANAGEMENT SPECIALIST

Job Location:

Address: Division of Developmental Disabilities (DDD)

2455 S. 7th STREET PHOENIX, ARIZONA 85034

Posting Details:

Salary: $42,000.00 -$44,000.00

Grade: 17

Closing Date: 10/12/2026

Job Summary:

Would you like to be part of an amazing team that makes Arizonans thrive? At the Arizona Department of Economic Security (DES) we strengthen individuals, families, and communities for a better quality of life. DES is looking for individuals who are committed to service, community, and teamwork. To learn more about DES please visit des.az.gov or click here on the link to view ‘Our DES’ video. Come Join the DES Team!

The Department of Economic Security, Division of Developmental Disabilities (DDD), is seeking an experienced and highly motivated individual to join our team as an Records Management Specialist. DDD provides individuals with developmental disabilities, and their families, services and supports that are flexible, high quality, and member driven. These services provide individuals with opportunities to exercise their rights and responsibilities of independent decision-making and engagement in the community.

Applicants for this position cannot be licensed or certified by the DDD Office of Licensing Certification and Regulation, cannot have a principal interest in or have a spouse or close family with principal interest in a DDD Qualified Vendor Agreement, and cannot be employed or subcontracted by a DDD Qualified Vendor.

Job Duties:

• Identifies the locations of physical and electronic records needed to process public record requests.
• Reviews all records and provides them or additional information to the requester. Redacts protected health information if applicable.
• Ensuring records requests meet minimum retention standards and are stored in accordance with the AZ State Library's regulations. Uploads required documentation into the DES Public Records Portal.
• Supports large-scale Division records management projects (e.g., records digitization, permanent records). Identify the location of physical/electronic records within the Division and inventory all records for Division Members.
• Ensuring consistency of the public records request procedures by completing audits of completed requests. Ensuring requests for member records include the Accounting of •Disclosure form per the requirements of the Health Insurance Portability and Accountability Act.
• Increasing DDD staff and customer awareness of the public records request process by conducting training and education activities in coordination with the Records.

Knowledge, Skills & Abilities (KSAs):

• Division's confidentiality policy and practices
• Medical records keeping practices
• Record indexing in alpha & numeric filing system. DES, AHCCCS, Department of Administration,
• DHS, and other state government agencies and state service policies, procedures and operations
• Basic program rules, regulations, and operating/system procedures
• LAN applications (FOCUS) and other computer software programs
• Methods for tracking work with time sensitive timelines

Skills In:

• Organizing a high volume of incoming records,
• work load management, prioritizing work duties and staying on task.
• Using computer software/programs, e.g., (Google Suite)
• Oral and written communication.
• Planning, organization, and time management.

Ability To:

• Work independently and within diverse work teams
• Prioritize work showing attending to details

  Selective Preference(s):

  • The preferred candidate will have experience with completing requests for records and records management practices.
  • Valid AZ Drivers License is preferred.

  Pre-Employment Requirements:

  • All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).
  • Valid Arizona Driver’s License. Travel may be required for State business. Employees who drive on state business must complete any required driver training (see Arizona Administrative Code R2-10-207.12.) AND have an acceptable driving record in accordance with DES Fleet Management-Safety Program policy and procedures (DES 1-07-26 & DES 1-07-26-01). Employees may be required to use their own transportation as well as maintaining valid motor vehicle insurance and current Arizona vehicle registration however, mileage will be reimbursed
  • If 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.

  Benefits:

  • Affordable medical, dental, life, and short-term disability insurance plans
  • Participation in the Arizona State Retirement System (ASRS) and long-term disability plans
  • 10 paid holidays per year
  • Paid vacation and sick timePaid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child.
  • Deferred compensation plan
  • Wellness plans
  • Tuition Reimbursement
  • Stipend Opportunities
  • Infant at Work Program
  • Rideshare and Public Transit Subsidy
  • Career Advancement & Employee Development Opportunities

  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.

  Retirement:

  State employees are required to participate in the Arizona State Retirement System (ASRS), the State sponsored retirement contribution plan and the Long-Term Disability (LTD) program after a 27-week waiting period. The ASRS defined benefit plan provides for life-long income upon retirement. You will also have the option to participate in a voluntary deferred compensation program to take advantage of tax-deferred retirement investments.

  On, or shortly after, your first day of work you will be provided with additional information about the available insurance plans, enrollment instructions, submission deadlines and effective dates.

  Contact Us:

  For questions about this career opportunity, please contact us Alyssa Figueroa at 602-653-9837 or [e-mail].

  The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting 602-463-9862 or [e-mail]. Requests should be made as early as possible to allow time to arrange the accommodation.