Records Management Specialist

State of Delaware•Dover, DE

About The Position

Records Management Specialists maintain public and/or confidential organizational records from creation through preservation or disposal. They manage physical, electronic, and digital files and information, ensuring efficient and accurate records handling in compliance with applicable laws, rules, regulations, and requirements for security, confidentiality, and authorized access. The role may include evaluating and fulfilling public-records requests from the public and state agencies, and performing related duties as required.

Requirements

Applicants must demonstrate competence through education, training, and/or experience in each applicable area.
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, including reviewing and evaluating records for completeness and conformity with applicable requirements, resolving deficiencies, and tracking and monitoring activities.
One year of experience using an automated information system to enter, update, modify, delete, retrieve or inquire, and report on data.
Six months of experience using standard computer software or applications to create documents, develop spreadsheets, or maintain or update databases.
Alternatively, possession of an Associate’s degree or higher.
Legal authorization to work in the United States.
A satisfactory criminal background check is required as a condition of hire.
Pre-employment drug testing is required after a conditional offer.

Responsibilities

Coordinate and manage the maintenance, storage, retrieval, retention, and disposal of physical, electronic, and digital records.
Apply and ensure compliance with applicable laws, rules, regulations, standards, policies, and procedures, including those related to records security, confidentiality, and authorized access.
Review, process, and evaluate information for completeness and accuracy, and research and correct discrepancies.
Create and maintain record-keeping systems or logs to file, track, and retrieve documents and information.
Prepare, maintain, and implement records-retention schedules and dispose of records in accordance with legal and organizational requirements.
Recommend retention periods and methods of storage and disposal, and consult records-management or storage-facility staff as needed.
Use card files, microfiche and microfilm records, logs, imaging and information systems, and computer software to enter, update, modify, delete, retrieve, and report on information and records.
Perform office-support activities, including preparing and distributing correspondence and other documents, and creating, maintaining, updating, and merging documents or data.
Participate in developing and maintaining quality-control procedures, practices, and guidelines for records handling and management.
Educate and train staff on records-management practices and policies.
Monitor and evaluate records systems and recommend improvements.
May evaluate and fulfill public-records requests from the public and state agencies.
Perform other related duties as required.