Records Management Specialist

State of Delaware•Dover, DE

14h

About The Position

Introduction Start your Career at DOS! The Department of State's (DOS) responsibilities are found in virtually every aspect of state government: economic development, finance, transportation, housing, education, culture and quality-of-life issues. Our mission at DOS range from preserving Delaware’s historical sites and collections, to supporting small businesses and entrepreneurs, to serving consumers, public employees and veterans. DOS offer numerous career opportunities and is dedicated to attracting and retaining highly talented individuals who are ready to make a difference in state government. For more information, please visit our website today! Summary Statement This position serves on the Delaware Public Archives Courier team. Incumbent will support section administrative duties, receive deliveries at the DPA loading dock, process record requests, and may drive a State vehicle to deliver records to agencies. Duties include using Microsoft Office applications to track and manage requests and inventory, reviewing incoming records for compliance with DPA policy, pulling and refiling records, and operating hand trucks, pallet jacks, and rolling ladders. Essential Functions Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, employees can complete job duties of a similar kind not specifically listed here. 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.

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.
OR Possession of an Associate’s degree or higher.
Applicants must be legally authorized to work in the United States.
All applicants must read the detailed physical requirements for this position which is located at https://statejobs.delaware.gov/explore/fce.shtml and the file is named (Insert form name).
All new hires are required to report to the Statewide New Employee Orientation (SNEO) on their first day of employment.

Responsibilities

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.