Records Management Specialist-Archive Assistant

State of Arizona; Phoenix (AZ); Sur place; USD 20 000 - 29 000; Plein temps

Avantages offerts par ce poste

Medical and dental insurance

Retirement plans

10 paid holidays per year

Vacation time accrual

Sick time accrual

Deferred compensation plan

Wellness plans

Résumé du poste

Arizona Department of Child Safety (DCS) is seeking an Archive Assistant to manage closed records, coordinate delivery across regions, and ensure data integrity. The role supports the AMS and may act as team lead when on-site leadership is unavailable.

Responsibilities include coding, indexing, and securing chain-of-custody, handling vendor visits, and providing excellent service to internal and external customers. Some driving is required.

Qualifications

• Procedures for organizing, storing, retrieving, and archiving closed case files; confidentiality and security protocols
• Familiarity with document tracking, inventory systems, and file transfer processes
• General office practices, workflow coordination, and administrative support functions
• Proficiency with office software (Microsoft Office Suite, email, spreadsheets), electronics records systems, and databases used for case file management

Responsabilités

• Prepares closed document forms for coding, organizing or indexing information; identifies issues disrupting workflow and documents findings for corrective action
• Inputs, verifies, and maintains records in the database with high accuracy to uphold data integrity
• Documents incoming records deliveries with complete accuracy, ensuring chain-of-custody and secure handling
• Reviews errant documentation to identify correct record types and retention schedules
• Manages record scanning operations by monitoring inbox and processing digital submissions
• Serves as on-site representative during vendor visits, coordinating access and verifying contract compliance
• Attends meetings and trainings; supports AMS by updating boards and charts; may require driving
• Provides effective customer service to internal/external customers; coordinates transfers to State Records Center and Archives
• Other duties as assigned related to the position

Connaissances

Office software

MS Word

Outlook

Excel

Verbal communication

Written communication

Organization

Time-management

Customer service

Formation

High School Diploma

Outils

Microsoft Office Suite

Adobe Pro

Description du poste

DEPARTMENT OF CHILD SAFETY

The Arizona Department of Child Safety (DCS) is a social and human services agency whose mission is to successfully partner with families, caregivers, and the community to strengthen families, ensure safety, and achieve permanency for all Arizona's children through prevention, services, and support.

Archive Assistant

Job Location:

LEGAL SERVICES ADMIN

1818 E Sky Harbor Circle North Phoenix, AZ 85034

Posting Details:

Salary: $17.7700 HRLY/$36,961.6000 Salary

Grade: 17

Closing Date: November 8, 2026

Job Summary:

Join a team dedicated to supporting the mission of the Department of Child Safety by ensuring the accurate management and distribution of critical archived records. As an Archive Assistant, you will coordinate the maintenance, tracking, and delivery of closed records case files for all five DCS Regions, OCWI, and Central Office. This role offers the opportunity to make a meaningful impact behind the scenes while developing valuable operational and leadership experience by serving as acting team lead when on-site leadership is unavailable.

Job Duties:

• Prepares closed document forms for the purpose of coding, organizing or indexing information according to established procedures. Identify files, boxes, or documentation issues that disrupt workflow or reduce productivity. Document findings and work with manager with clear details for corrective action.
• Inputs, verifies, and maintains records in the database with a high level of accuracy to uphold data integrity and ensure reliable retrieval for both internal and external stakeholders.
• Documents incoming records deliveries with complete accuracy, ensuring proper chain-of-custody and secure handling of confidential materials.
• Reviews errant documentation to identify correct record types, confirm retention schedules, and ensure compliance with organizational and legal requirements.
• Manages record scanning operations by monitoring the shared inbox, processing digital submissions, and completing scanning tasks in a timely and accurate manner during periods of Team Lead absence.
• Serves as on-site representative during vendor visits by coordinating access, addressing operational inquiries, and verifying that vendor activities comply with contractual requirements.
• Attends office meetings, completes and attends all necessary/mandatory trainings. Supports the DCS/Arizona Management System (AMS) by updating huddle boards, charts, etc. May require driving.
• Provides effective customer service to internal/external customers. Interacts with staff from the Arizona State Library and Archives. Coordinates transfer of appropriate records to State Records Center and State Archives. Authorizes all transactions and coordinates disposal of appropriate records. May Require driving.
• Other duties as assigned as related to the position.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:

• Procedures for organizing, storing, retrieving, and archiving closed case files; including confidentiality and security protocols
• Familiarity with document tracking, inventory systems, and file transfer processes
• General office practices, workflow coordination, and administrative support functions
• Proficiency with office software (Microsoft Office Suite, email, spreadsheets), electronics records systems, and possibly databases used for case file management

Skills in:

• Office equipment
• Computer skills including Office software, MS Word, Outlook, Excel and Adobe Pro
• Written and verbal communication
• Legible penmanship
• Verbal and written communication
• Establishing and maintaining interpersonal relationships
• Organization and time-management
• Providing excellent customer service

Ability to:

• Apply statute and policy to varying types of records requests
• Review records to ensure they accurately identified and accurate retention policies are applied.
• Analyze and establish priorities
• Distribute a variety of closed case records
• Review and respond to records request in a timely manner
• Learn records management, record keeping, inventory control procedures/practices, federal/state laws, regulations, policies, and procedures/practices regarding retention schedules

Selective Preference(s):

• 2-3 years related experience in records or warehouse environment
• High School Diploma and 1-2 years related experience

Pre-Employment Requirements:

Must obtain and maintain clearance of the DCS Central Registry.

This position does require driving or the use of a vehicle as an essential function of the job to conduct State business. The following requirements apply: Driver's License Requirements.

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Benefits:

The State of Arizona provides an excellent comprehensive benefits package including:

• Affordable medical, dental, life, and short-term disability insurance plans
• Top-ranked retirement and long-term disability plans
• 10 paid holidays per year
• Vacation time accrued at 4:00 hours bi-weekly for the first 3 years
• Sick time accrued at 3:42 hours bi-weekly
• Deferred compensation plan
• Wellness plans

Learn more about the Paid Parental Leave program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

Retirement:

Positions in this classification participate in the Arizona State Retirement System (ASRS). Enrollment eligibility will become effective after 27 weeks of employment.

Contact Us:

Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting 602-255-3141 or by email at [e-mail]. Requests should be made as early as possible to allow time to arrange the accommodation. Should you have any further questions regarding the interview process you can reach out to a member of our recruitment team at 602-255-2903 or by email at [e-mail]. The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.