Records Management Specialist

DE; United States; On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Accommodations available

Equal Opportunity employer

Job summary

The State of Delaware seeks a Records Management Specialist to maintain and dispose of organizational records across physical, electronic, and digital formats. You will ensure compliance with security and confidentiality standards while maintaining efficient record-keeping systems.

You will educate staff, monitor systems, and support public records requests from the state agencies. A strong background in document processing and automated information systems is essential.

Qualifications

• One year of record keeping experience across physical, electronic, or digital files.
• One year of document processing ensuring completeness and regulatory conformity.
• One year using automated information systems to manage data and reports.
• Six months’ experience with standard software to create documents or databases.
• Possession of an Associate’s degree or higher.

Responsibilities

• Coordinates and manages retention, storage, retrieval, and disposal of records.
• Ensures compliance with laws, rules, regulations, standards, and procedures.
• Reviews and evaluates information for completeness and accuracy.
• Creates and maintains record-keeping systems or logs.
• Prepares retention schedules and disposes records per requirements.
• Suggests retention lengths and disposal methods with staff input.
• Uses imaging/information systems to enter, update, and report data.
• Provides office support and document processing tasks as needed.
• Educates staff on proper record-keeping policies.
• Monitors and improves record-keeping systems.
• Fulfills public or state agency record requests.

Skills

Record keeping

Document processing

Automated information systems

Office software

Education

Associate degree or higher

Tools

Imaging systems

Electronic records systems

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

Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, employees can complete job duties of a similar kind not specifically listed here.

• 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

JOB REQUIREMENTS for Records Management Specialist

Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

• 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, standard, 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.

Conditions of Hire

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.

Benefits

To learn more about the comprehensive benefit package please visit our website at https://dhr.delaware.gov/benefits/

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.