What are the responsibilities and job description for the Records Management Specialist position at State of Delaware?
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
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, 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
Benefits
To learn more about the comprehensive benefit package please visit our website at https://dhr.delaware.gov/benefits/
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 (800) 232-5470 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 (302) 739-5458 or email jobs@delaware.gov.
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.