Records Management Specialist-Archive Assistant

Arizona Department of Administration • Phoenix, AZ

10d • Onsite

About The Position

The Archive Assistant supports the Arizona Department of Child Safety by managing and distributing archived records. The role coordinates the maintenance, tracking, and delivery of closed case files for all five DCS Regions, OCWI, and Central Office. It also serves as the on-site team representative when leadership is unavailable, including supporting scanning operations and vendor visits.

The position manages records in accordance with established procedures, retention schedules, confidentiality and security protocols, and organizational and legal requirements. It provides customer service to internal and external stakeholders and coordinates record transfers and disposal. The role may require driving to conduct State business.

Requirements

• High school diploma and 1–2 years of related experience, as stated under selective preferences.
• Obtain and maintain clearance of the DCS Central Registry.
• Meet driver’s license requirements; driving or use of a vehicle is an essential function of the job.
• 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.
• Computer skills with Microsoft Office, including Word, Outlook, and Excel, and Adobe Pro; ability to use office equipment.
• Written and verbal communication skills and legible penmanship.
• Ability to establish and maintain interpersonal relationships, stay organized, manage time, and provide excellent customer service.
• Ability to apply statutes and policies to varying types of records requests; review records for accurate identification and appropriate retention policies; analyze and establish priorities; distribute closed case records; and respond to records requests in a timely manner.
• Ability to learn records management, recordkeeping, inventory-control procedures and practices, and applicable federal and state laws, regulations, policies, and retention schedules.

Nice To Haves

• 2–3 years of related experience in a records or warehouse environment.

Responsibilities

• Prepare closed-document forms and code, organize, or index information according to established procedures.
• Identify files, boxes, or documentation issues that disrupt workflow or reduce productivity; document findings and provide details to the manager for corrective action.
• Input, verify, and maintain records in databases accurately to ensure data integrity and reliable retrieval.
• Document incoming records deliveries accurately and ensure proper chain of custody and secure handling of confidential materials.
• Review errant documentation to identify correct record types, confirm retention schedules, and ensure compliance with organizational and legal requirements.
• Manage record-scanning operations during Team Lead absences by monitoring the shared inbox, processing digital submissions, and completing scanning tasks accurately and on time.
• Represent the office during vendor visits by coordinating access, responding to operational inquiries, and verifying contractual compliance.
• Attend office meetings and required trainings.
• Support the DCS/Arizona Management System by updating huddle boards and charts.
• Provide effective customer service to internal and external customers.
• Interact with staff from the Arizona State Library and Archives.
• Coordinate transfers of appropriate records 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.
• Drive or use a vehicle when required to conduct State business.

Benefits

• Affordable medical, dental, life, and short-term disability insurance plans.
• Top-ranked retirement and long-term disability plans.
• 10 paid holidays per year.
• Vacation accrued at 4.00 hours biweekly for the first 3 years.
• Sick time accrued at 3.42 hours biweekly.
• Deferred compensation plan.
• Wellness plans.
• Paid parental leave program.
• Participation in the Arizona State Retirement System; enrollment eligibility becomes effective after 27 weeks of employment.

What This Job Offers

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