Records Administrator - Phoenix, United States - State of Arizona

State of Arizona

Verified Company

Phoenix, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

SECRETARY OF STATE (DEPT OF STATE)

SECRETARY OF STATE (DEPT OF STATE)_
The mission of the Office of the Arizona Secretary of State is to provide services throughout the state to:_
Preserve our history_
Promote engagement; and_
Protect the future_
The office strives to achieve this mission by being trusted, accessible, innovative, and secure_

RECORDS ADMINISTRATOR

Job Location:
Address: 1901 W. Madison St.

Phoenix AZ 85009

Posting Details:

Salary: 72, ,000

Grade: 23

Job Summary:

The Archives and Records Management Branches (ARM) preserve and provide access to unique historical and contemporary resources including the official archives of Arizona's permanent government records.

ARM also assists state agencies, local governments and political subdivisions with the management of their public records pursuant to A.R.S through and provides records storage, retrieval, and disposal services to public bodies statewide.

Under the direction of the State Librarian/Director of Library Services, Archives and Records; the Records Administrator works closely with the Archives Administrator and staff in performing advanced records and information management work.

Work involves overseeing, evaluating, reviewing, recommending, implementing, updating, and maintaining a records and information management program.

The Records Administrator reaches out to and works with all public bodies to write retention and disposition schedules, to help public bodies establish and maintain best practices in the management and disposition of records, to develop and provide training in person and virtually, and to meet with groups and organizations to promote services to expand the customer base.

This position supervises a Records Analyst and a Records Project Specialist, overseeing day-to-day operations, coordinating their efforts, building an effective team, and providing opportunities for them to participate in professional development and professional organizations for Records Management.

Additional duties as an administrator include staying current with best practices in the field of Records Management, leading the team in short-term and long-term planning, evaluation, and data collection, and participating in the State Library's Leadership team.

This is a full-time position, exempt from overtime, and is expected to work during regular operation hours. Travel for trainings, consultations, or other services to government entities is required.

The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State's Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance._

Job Duties:

Provide advanced level records management work in the creation and revision of retention schedules for all public bodies that meet relevant state and federal laws, statutes and regulations.

Develop and provide training for public bodies on the function and use of retention schedules, meeting records management standards and best practices, and adequate protection of records from the hazards.

Keep all public bodies informed about current records management issues and requirements through publication of manuals, policies, and guidelines.

Direct the work of the Records Management staff and build an effective team.

This includes goal-setting and professional development as well as providing leadership in keeping customer retention schedules updated and current in databases; overseeing the off-site record storage process and the use of storage software; and overseeing the filing of relevant records management paperwork.

Stay current with best practices in the field of Records Management, leading the team in short-term and long-term planning, evaluation, and data collection.

Participate in the State Library's Leadership team.

Work closely with the State Archives to appraise historical value of public records and arrange for the transfer of historical/permanent records from all public bodies to the State Archives.

In conjunction with the State Archives, develop standards for records creation in multiple formats that meet current industry standards.

Other duties as assigned as related to the position (typically 5% - 10%)

Knowledge, Skills & Abilities (KSAs):

Knowledge of:

Relevant state and federal laws, statutes and regulations
Principles and practices of public records administration
Information science principles and practices
The complex issues surrounding social media and records
Sources, methods and techniques used in RIM with emphasis on public records
Performance Management (PM), and Continuous Quality Improvement (CQI) and Lean methodologies.

Skill in: