State Records Management Liaison

State of Indiana•Indianapolis, IN

2d•Onsite

About The Position

The State Records Management Liaison supports statewide records management through records scheduling, user education, relationship building, and consultation. Working with the Records and Information Management team, the liaison serves as a point of contact between the Indiana Archives & Records Administration (IARA) and State government agencies, providing customer service, communication, training, and support. The role coordinates and oversees the revision, creation, and deactivation of State agency retention schedules and works with County/Local Records Management, Electronic Records Programs, the State Archives, and the Records Center. The liaison helps develop and maintain training programs, guidance, documentation, policies, and procedures; interprets applicable federal and state laws; and recommends improvements to the State Records Management program. The role also includes broad program-management responsibilities such as setting objectives and performance measures, monitoring program policies, reporting, budget recommendations, compliance, communications, and serving as a liaison with other agencies. The position may be used in a supervisory capacity based on agency needs. This is an onsite position at the Indiana Archives and Records Administration at the Indiana Government Center in Indianapolis. The position is exempt from overtime compensation and may require work beyond 75 hours in a pay period to complete essential or assigned work.

Requirements

Specialized knowledge in the program subject matter, obtained through experience and/or education.
Specialized knowledge of the program area, including pertinent rules and regulations.
Extensive knowledge of source materials and references, including federal and state laws governing the programs.
Ability to develop and implement principles and policies and discern their far-reaching implications.
Ability to communicate orally and in writing.
Ability to apply general rules to specific problems and produce sensible answers.
Ability to work effectively with a wide variety of stakeholders.
Working knowledge of accounting and budget principles.
Ability to delegate work, set clear direction, and manage workflow.
Ability to give feedback, provide guidance or corrective action, coach, and develop employee skillsets.
Ability to perform essential functions with or without reasonable accommodation.
A degree is not required; at least 7 years of experience applying the outlined knowledge, skills, and abilities in a similar role may be considered.

Responsibilities

Act as a liaison between IARA and State government agencies, providing customer service, communication, training, and support.
Work closely with County/Local Records Management and Electronic Records Programs.
Work with the State Archives and Records Center divisions.
Coordinate and oversee the revision, creation, and deactivation of State government agency retention schedules.
Answer agency questions, provide records management training and support, meet with agencies, and build relationships.
Assist in developing and maintaining a robust, adaptive training program for State records managers.
Develop and disseminate records management guidance and documentation.
Assist in developing records management policies and procedures.
Interpret federal and state laws as they apply to records management.
Identify and suggest changes, updates, and improvements to the State Records Management program.
Establish program objectives, KPIs, and actions to achieve them.
Develop, update, and monitor policies and procedures related to the program area.
Explain policies, rules, regulations, and laws to leadership or customers.
Implement corrective action plans to address program problems.
Analyze, prepare, and disseminate monthly and annual program reports.
Review budgets and make recommendations to improve program finances.
Ensure program requirements comply with federal and state policies and grant requirements.
Train employees or agency consultants on program requirements and usage.
Coordinate and deliver communication plans and communications.
Serve as a liaison between the agency and other state and federal agencies.
Serve on management committees or other governing boards.
When applicable, recruit, select, onboard, train, coach, and develop employees; set expectations, monitor progress, provide feedback, and evaluate performance.

Benefits

Three medical plan options, including prescription coverage, as well as vision and dental plans.
Wellness Rewards Program with gift card rewards for completing wellness activities.
Health savings account with a bi-weekly state contribution.
Deferred compensation 457(b) account with employer match.
Two fully funded pension plan options.
Leave policies including paid New Parent Leave, paid Childbirth Recovery Leave for eligible mothers, paid community service leave, and combined vacation, personal, and sick leave.
12 paid holidays, or 14 in election years.
Education Reimbursement Program.
Group life insurance.
Referral Bonus program.
Employee assistance program with covered behavioral health visits.
Eligibility as an employer for the Public Service Loan Forgiveness Program.
Free parking for most positions.
Free LinkedIn Learning access.