RECORDS MANAGEMENT SPECIALIST

Overview

Records Management Specialist – State of Arizona, Department of Environmental Quality (ADEQ).

Location : 1110 W. Washington Street, Phoenix, AZ 85007

Salary : $40-$45K; Grade : 17

Posting Details : Open Until Filled

Job Summary

This position supports the ADEQ Records Management Center in fulfilling public records requests by locating, retrieving, and managing physical and / or electronic records within a records center. This position conducts basic and intermediate public records requests for the records center team. This role involves processing requests for records, maintaining accurate records tracking, and ensuring compliance with privacy and security regulations. Strong organizational, communication, and computer skills are crucial for success in this position. This position involves records maintenance, including proper labeling, accurate filing, performing data entry with a high degree of accuracy, preparing records for off-site storage and archiving, adhering to retention schedules. Ability to perform tasks that may involve lifting, moving, and organizing boxes of records. This position also supports the RMC by serving as back-up for the file room front desk. This position also involves providing a significant amount of customer service to external and internal customers.

Job Duties

• Locating, retrieving, and distributing records according to established procedures in response to public records request and internal records request. This may involve physical records, electronic files, or a combination of both. Receiving and processing requests for records from various sources, including internal departments or external parties
• In-take basic and intermediate records requests, conduct records research, review, organize, and analyze large quantities of documents to determine if they are responsive to public records requests.
• Ensuring records are properly filed, labeled, stored, and maintained in accordance with established systems and retention schedules.
• Interacting with individuals requesting information, providing assistance and guidance. Collaborating with other agency staff involved in ongoing continuous improvement activities and projects to develop solutions and implement changes.
• Maintaining accurate records of all record movements and locations, data entry / updating records systems
• Participating in audits, file inventory and quality control checks to ensure the accuracy and completeness of records and adhering to retention schedules
• Serving as back up to records center file room front desk
• Assisting in scanning projects and uploading files to create digital copies of physical records
• Other duties as assigned as related to the position (typically 5% - 10%)

Knowledge Of

Skills In

Ability To

Selective Preference(s)

Pre-Employment Requirements

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.

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

Benefits

Among the many benefits of a career with the State of Arizona, there are :

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.

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 HPO@azdeq.gov. Requests should be made as early as possible to allow time to arrange the accommodation.

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