Records Management Associate

State of Indiana•Indianapolis, IN

5d•Onsite

About The Position

The Records Management Associate ensures accurate, timely, and compliant handling of records and documents. You will organize, maintain, and track physical and electronic records throughout their lifecycles. The Records Management Associate helps uphold agency standards for confidentiality, retention, and accessibility while providing reliable support to staff who depend on well‑managed information to serve children and families. This position requires strong attention to detail, consistency in following procedures, and the ability to work efficiently in a fast‑paced, service‑oriented environment.

Requirements

Specialized knowledge of specific agency functions needed to assist agencies with records management and to develop appropriate forms.
Specialized knowledge of information systems organization principles, including systems analysis techniques and information management process: from forms development, through agency use and retention to final disposition of records.
Specialized knowledge of principles and techniques of retention scheduling.
Specialized knowledge of forms analysis and design, printing methods, techniques and practices used to develop cost effective and practical forms applicable to retention and storage.
Specialized knowledge of research methods and laws governing use, storage and retrieval of public records and ability to compile history of agency records management responsibilities and actions.
Ability to communicate effectively, especially in drafting accurate, complete and concise descriptions for retention schedules.
Ability to analyze flow of records-purpose and length of required retention to determine most efficient and cost-effective system of information management.
Ability to apply random information to principles of systems organization and records retention.
Ability to train and coordinate work of lower-level analysts.
Ability to perform essential functions with or without reasonable accommodations.

Responsibilities

Indexing and filing records.
Processing requests for information.
Coordinating secure storage and retrieval.
Supporting retention and destruction workflows in line with state policies.
Determine significance of records and drafts retention schedule.
Develop system to organize records according to appropriate record retention schedules.
Designate records for disposal and verify legality of disposal and records information on database.
Design database to utilize records as a cross reference or for reference use by more than one agency.
Answer questions concerning matching of records series with corresponding retention schedule.
Perform advanced forms analysis and specification writing.
Resolve form problems in regard to specification or other specific agency requirements.
Complete reports stating number of forms designed, deleted, revised or reprinted.
Direct and coordinate the work of lower-level analysts and train subordinates in methods and procedures of records management and forms design and analysis.
Coordinate information systems collection and retrieval.
Coordinate preparation of printed materials and/or retention and deletion of state forms.

Benefits

Three (3) medical plan options (including RX coverage) as well as vision and dental plans
Wellness Rewards Program: Complete wellness activities to earn gift card rewards
Health savings account, which includes bi-weekly state contribution
Deferred compensation 457(b) account (similar to 401(k) plan) with employer match
Two (2) fully-funded pension plan options
A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to: 150 hours of paid New Parent Leave and up to eight weeks of paid Childbirth Recovery Leave for eligible mothers
Up to 15 hours of paid community service leave
Combined 180 hours of paid vacation, personal, and sick leave time off
12 paid holidays, 14 in election years
Education Reimbursement Program
Group life insurance
Referral Bonus program
Employee assistance program that allows for covered behavioral health visits
Qualified employer for the Public Service Loan Forgiveness Program
Free Parking for most positions
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