Records Manager/Archivist III

Description

State of Utah Logo 
STATE OF UTAH
invites applications for the position of:

RECORDS MANAGER/ARCHIVIST III

SALARY:  $22.23 - $28.39 Hourly

OPENING DATE:  08/07/15
CLOSING DATE:  08/16/15 11:59 PM

NUMBER OF OPENINGS:  1

BENEFITS:  This position is eligible for a full benefits package including medical, dental, life, and long-term disability insurance, a retirement plan, plus paid leave to include annual, sick, and holiday pay. The State requires employees to receive their pay through direct deposit. If selected, you will receive more information about these benefit options and enrollment information through our onboarding process and during your first week or two on the job.

CRIMINAL BACKGROUND CHECK:  You must successfully pass a criminal history check.

DRIVER LICENSE REQUIREMENTS:  Employees hired for this recruitment will be subject to the Driver Eligibility standards found at the following link: http://www.rules.utah.gov/publicat/code/r027/r027-007.htm#T3

PHYSICAL ADDRESS:  895 North 900 East American Fork, UT 84003
RECRUITER NAME:  Debi Tripp
RECRUITER TELEPHONE NUMBER:  801-763-4061
RECRUITER EMAIL ADDRESS:  dtripp@utah.gov

OVERTIME EXEMPT:  No

SCHEDULE CODE:  B - Competitive Career Service - Employment in this position requires a probationary period.

SCHEDULE CODE DESCRIPTION:  12 Month Probationary Period. This position is an FLSA Non Exempt position.

EEO STATEMENT:  The State of Utah is an equal opportunity employer. Hiring is done without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, age or disability. Reasonable accommodations provided to known disabilities of individuals in compliance with the Americans with Disabilities Act. For accommodation information or if you need special accommodations to complete the application process, contact the Dept. of Human Resource Mgmt. at 801-538-3025 or TTY 801-538-3696.

JOB DESCRIPTION:
Schedule: Monday through Friday from 8:00 am to 4:30 pm.

Preference may be given to applicants who have achieved registration with the American Health Information Management Association as either a Registered Health Information Administrator or as a Registered Health Information Technician.  Preference may also be given to those currently enrolled in Health Information Management courses and can obtain registered status within one to two years.

The employee in this class will manage designated records set and records analysis programs for the Utah State Developmental Center; manage processing of all archival records including the establishment of procedures for the arrangement and description of records; provide assistance to patrons in researching archival records; participate in the development of a finding aids system for use in retrieving information about and from Archives records; create retention schedules for use by Archives and user agencies; develop and deliver training and/or presentations for records management and other archival related subjects; and supervise subordinate personnel. Store, archive and destroy agency records according to agency retention schedule.
EXAMPLE OF DUTIES:

• Will serve on the HIPAA committee.
• Ensures that agency and/or state records are properly classified, processed and controlled.
• Ensures compliance with applicable federal and/or state laws, regulations, and/or agency rules, standards and guidelines, etc.
• Receives, researches and responds to incoming questions or complaints; provides information, explains policy and procedures, and/or facilitates a resolution.
• Assists the public and others to locate, view, or assemble filmed, scanned, or archived documents and/or information.
• Develops and maintains manual or automated records indexing systems, which ensure effective records storage, retrieval and retention of information.
• Develops or modifies rules, policies, or standards, etc.
• Interprets, clarifies, explains and applies agency policy and procedures, business practices, federal or state laws and regulations, etc.
• Supervises subordinate personnel including: hiring, determining workload and delegating assignments, training, monitoring and evaluating performance, and initiating corrective or disciplinary actions.
• Delivers presentations, stand up training, or instruction to staff, management, clients, or the general public.

TYPICAL QUALIFICATIONS:

• use logic to analyze or identify underlying principles, reasons, or facts associated with information or data to draw conclusions
• principles, theories, and practices of storage, retention, archiving and destruction
• deal with people in a manner which shows sensitivity, tact, and professionalism make a decision or solve a problem by using logic to identify key facts, explore alternatives, and propose quality solutions
• applicable laws, rules, regulations and/or policies and procedures, ( HIPAA HITECH and the Omnibus Rule)
• assess organizational needs such as staffing, training, security, access etc.
• speak clearly, concisely and effectively; listen to, and understand, information and ideas as presented verbally
• develop and/or implement new policies/procedures/standards and/or rules/regulations
• understanding, knowledge, and application of laws governing access to health records as wells as public and private records, including but not limited to HIPAA and the Government Records Access and Management Act.
• research methods, techniques, and/or sources of information
• deliver presentations or training using acceptable methods and techniques
• develop curriculum, learning objectives, and/or course materials
• communicate information and ideas clearly, and concisely, in writing; read and understand information presented in writing
• supervise others by assigning/directing work; conducting employee evaluations, staff training and development, taking appropriate disciplinary/corrective actions, making hiring/termination recommendations, etc.
• principles, theories, and practices of records management
• principles theories and practices of digitizing records

SUPPLEMENTAL INFORMATION:

• The USDC is a smoke free campus. No tobacco use is allowed on campus.
• Must pass a criminal background clearance.
• Risks found in the typical office setting, which is adequately lighted, heated and ventilated, e.g., safe use of office equipment, avoiding trips and falls, observing fire regulations, etc.
• Typically, the employee may sit comfortably to perform the work; however, there may be some walking; standing; bending; carrying light items; driving an automobile, etc. Special physical demands are not required to perform the work.

The State of Utah is an equal opportunity employer. Hiring is done without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, age or disability. The State provides reasonable accommodations to the known disabilities of individuals in compliance with the Americans with Disabilities Act. For accommodation information or if you need special accommodations to complete the application process, please contact the Department of Human Resource Management at (801) 538-3025 or TTY (801) 538-3696.

APPLICATIONS MAY BE FILED ONLINE AT:
https://statejobs.utah.gov

2120 State Office Building
Salt Lake City, UT 84114
801-538-3025

statejobs@utah.gov

Position #05718
RECORDS MANAGER/ARCHIVIST III
DT

RECORDS MANAGER/ARCHIVIST III Supplemental Questionnaire
(see website)