Government Records Officer

State of Oklahoma

4d • $50,000 - $55,000

About The Position

About the Oklahoma Department of Libraries: As the official state library of Oklahoma, ODL strives to ensure every Oklahoman has access to innovative, quality library and information resources and possesses the literacy skills needed to be successful in the global economy, to participate in democracy, and to accomplish individual life goals. Located in the State Capitol Complex at 200 NE 18th St in Oklahoma City, ODL serves the information and records management needs of state government, supports public library development, coordinates statewide library information technology projects, and serves the public through its specialized research collections, including state and federal document depositories and the State Archives. ODL has a collection of nearly 700,000 volumes and an annual budget of approximately $8.7 million. We offer an excellent benefits package, including: A comprehensive health insurance package – medical, dental, vision, life insurance, dependent life insurance, and flexible spending accounts for health care expenses and/or dependent care A generous benefit allowance to offset the cost of insurance premiums for employees and their eligible dependents Retirement plans: Defined Contribution Plan or Deferred Compensation Plan 15 days of annual leave per year, increasing after five, ten and twenty years of employment 15 sick leave days per year 11 paid annual holidays Longevity bonus after 2 years of service that increases every two years Employee discounts with a variety of companies and vendors Job Summary: Under the direction of the Director of the State Archives and Records Management, the Government Records Management Specialist II is responsible for performing professional-level records management services for the Oklahoma Department of Libraries’ State Records Management program. Applying their specialized knowledge and skills in records management, the Oklahoma Administrative Code, and Oklahoma Statutes, they will plan and implement business processes, record types, records classifications, and workflow strategies to assist state agencies in the efficient and economical management of the creation, maintenance, access, and retrieval of government records, regardless of format, in accordance with state and federal policy and regulations and legal, financial, governmental and historical requirements. The Government Records Management Specialist II may provide guidance and training to lower-level staff or volunteers.

Requirements

• Bachelor's degree and four years of records management experience; or
• Registration with the Institute of Certified Records Managers as a Certified Records Manager (CRM) and three years of records management experience; or
• Eight years of experience in records management
• Knowledge of the principles, techniques, and tools used to manage records and information
• Knowledge of the creation, use, maintenance, and disposition of government information and records
• Knowledge of various software applications
• Knowledge of laws, rules, and regulations related to records
• Knowledge of practices and principles of training
• Knowledge of supervisory principles and practices
• Ability to analyze, organize, and interpret records and information systems
• Ability to solve practical record management problems
• Ability to establish and maintain effective working relationships with others
• Ability to communicate effectively, both orally and in writing
• Ability to climb ladders, bend, squat, lift, kneel, and carry boxes weighing forty (40) pounds
• Maintaining a valid driver’s license is required.

Nice To Haves

• Experience providing consultation and/or training on best practices for records management programs
• Experience applying the General Records Disposition Schedule and agency‑specific schedules to determine appropriate records retention periods.
• Experience in Records Center operations and inventory control
• Knowledge of enterprise document‑management systems, including M365 (SharePoint, Teams, OneDrive), Laserfiche, and OnBase.

Responsibilities

• Respond to records management process related inquiries from state government entities.
• Establish and maintain relationships with state agencies to ensure retention schedules are current reflections of standards and guidelines relating to the management of government records and information.
• Assist in the formulation, implementation and review of records management policies, procedures and manuals.
• Participate in the development, implementation and maintenance of records retention and disposition schedules for state agencies.
• Develop and conduct records management trainings, seminars, or meetings for internal and external stakeholders.
• Coordinate the transfer of records from agencies to the State Records Center and the State Archives.
• Process and monitor the intake, maintenance, and retrieval of state records at the State Records Center.

Benefits

• A comprehensive health insurance package – medical, dental, vision, life insurance, dependent life insurance, and flexible spending accounts for health care expenses and/or dependent care
• A generous benefit allowance to offset the cost of insurance premiums for employees and their eligible dependents
• Retirement plans: Defined Contribution Plan or Deferred Compensation Plan
• 15 days of annual leave per year, increasing after five, ten and twenty years of employment
• 15 sick leave days per year
• 11 paid annual holidays
• Longevity bonus after 2 years of service that increases every two years
• Employee discounts with a variety of companies and vendors

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 101-250 employees