Records Management Specialist (#MAAZ15)
$34,240.00 Yearly Min / $42,800.00 Yearly Mid / $51,360.00 Yearly Max

Employees are responsible for managing records for an organization in compliance with applicable laws, rules, regulations, standards, policies, and procedures. Work includes organizing, prioritizing, and coordinating records management activities to ensure legal documents, annual reports, and other required information is available for use. Employees evaluate, process, and review information to ensure its accuracy and completeness and resolve processing or other records management issues. Work requires applying procedures on security, confidentiality, and authorized access when retrieving and releasing records, and their contents, to internal or external agency staff or the public. Work also requires the regular use of office equipment, automated information systems, and computer software. Contacts include internal or external agency personnel and/or the public to gather, clarify, and provide information.

Employees receive general supervision from a technical supervisor; the supervisor provides general direction on all assignments and regular review of progress, accuracy, and quality of work. Supervisory advice or assistance is provided as needed.

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.

The listed knowledge, skills, and abilities give a general indication of the core requirements for all positions in the class series; therefore, the KSAs listed are not exhaustive or necessarily inclusive of the needs of every position in the class.

• Knowledge of state, federal, or other applicable laws, rules, regulations, standards, policies, and procedures on records management, retention, and disposal.
• Knowledge of applicable legal requirements and procedures on security, confidentiality, and authorized user access of records.
• Skill in applying filing and record-keeping methods, techniques, and best practices.
• Skill in locating and retrieving records and documents.
• Skill in evaluating information for completeness and accuracy and resolving issues within established procedures, practices, and standards.
• Skill in using computer software and automated information systems to enter, update, modify, delete, retrieve, and report on data.
• Ability to establish and maintain systems to ensure accurate and efficient records management.
• Ability to prepare and implement records retention schedules.
• Ability to sort, classify, and file information.
• Ability to read and understand written materials.

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