Records Management Specialist-Archive Assistant

Arizona Department of Administration • Phoenix, AZ

12d • Onsite

About The Position

The Arizona Department of Child Safety is hiring an Archive Assistant in Legal Services Administration. The role coordinates the maintenance, tracking, and delivery of closed case records for all five DCS Regions, OCWI, and Central Office. It ensures archived records are accurately managed, securely handled, and distributed, and may serve as acting team lead when on-site leadership is unavailable.

The position is based at 1818 E Sky Harbor Circle North, Phoenix, Arizona. It requires driving or use of a vehicle to conduct State business. The employee must obtain and maintain DCS Central Registry clearance and successfully complete E-Verify.

Requirements

• High school diploma and 1–2 years of related experience, as stated under Selective Preference(s).
• 2–3 years of related experience in a records or warehouse environment, as stated under Selective Preference(s).
• Obtain and maintain clearance of the DCS Central Registry.
• Meet the stated driver’s license requirements; driving or use of a vehicle is an essential function for State business.
• Successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).
• Knowledge of procedures for organizing, storing, retrieving, and archiving closed case files, including confidentiality and security protocols.
• Familiarity with document tracking, inventory systems, and file transfer processes.
• Knowledge of general office practices, workflow coordination, and administrative support functions.
• Proficiency with office software, email, spreadsheets, electronic records systems, and potentially databases used for case file management.
• Skills using office equipment and Microsoft Office software, including Word, Outlook, Excel, and Adobe Pro.
• Written and verbal communication skills, legible penmanship, interpersonal skills, organization, time management, and customer service.
• Ability to apply statutes and policies to different records requests; review records and apply accurate retention policies; analyze and set priorities; distribute closed case records; respond to records requests promptly; and learn records management, recordkeeping, inventory-control procedures, and applicable laws, regulations, policies, and retention schedules.

Responsibilities

• Prepare closed-document forms and code, organize, or index information according to established procedures; identify and document issues affecting workflow and coordinate corrective action with the manager.
• Input, verify, and maintain records in databases to uphold data integrity and support reliable retrieval.
• Document incoming records deliveries accurately and ensure chain-of-custody and secure handling of confidential materials.
• Review errant documentation to identify record types, confirm retention schedules, and ensure compliance with organizational and legal requirements.
• Monitor the shared inbox, process digital submissions, and complete scanning tasks accurately and promptly during Team Lead absences.
• Represent the office during vendor visits by coordinating access, addressing operational inquiries, and verifying compliance with contractual requirements.
• Attend office meetings and required trainings; support DCS/Arizona Management System activities by updating huddle boards, charts, and related materials.
• Provide customer service to internal and external customers and interact with staff from the Arizona State Library and Archives.
• Coordinate appropriate records transfers to the State Records Center and State Archives, authorize transactions, and coordinate disposal of appropriate records.
• Perform other duties related to the position as assigned.

Benefits

• Affordable medical, dental, life, and short-term disability insurance plans
• Retirement and long-term disability plans
• 10 paid holidays per year
• Vacation time accrued at 4:00 hours bi-weekly for the first 3 years
• Sick time accrued at 3:42 hours bi-weekly
• Deferred compensation plan
• Wellness plans
• Paid Parental Leave program
• Arizona State Retirement System (ASRS) participation; enrollment eligibility effective after 27 weeks of employment

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED