Records Analyst, Archives and Public Records

Description

RECORDS ANALYST(Job Id 17947) 
Post Date  08/07/2015  Close Date 
Category  ARCHIVIST/LIBRARIAN  Grade  20
Location  PHOENIX  Salary  35,000.00-45,000.00

Description 
 
Secretary of State

The mission of the Arizona Secretary of State is to never stop searching for ways to improve upon: helping people choose their leaders through fair, honest and accurate elections; letting people know what their government is doing by keeping a complete and accurate record of its actions and making that information readily available through library and records services; and helping people form businesses, record important transactions, and provide for their families.

Visit our website at http://azsos.gov/

RECORDS ANALYST

LOCATION

1700 West Washington Street –  Phoenix, Arizona 85007

JOB SUMMARY

The Arizona State Library, Archives and Public Records, a division of the Arizona Secretary of State, provides access to public information, fosters historical/cultural collaborative projects and ensures Arizona’s history is documented and preserved.  The Records Management Center (“RMC”) assists state agencies, local governments and political subdivisions with the management of their public records pursuant to A.R.S. §41-151.12 through §41-151.18 and provides records storage, retrieval, disposal, imaging and preservation services to public bodies statewide.

Under the direction of the Director for Archives and Records Management (“ARM”), the Records Analyst works with state and local government agencies to create records schedules for government records; consults with state and local agencies and the public to help them establish and maintain best practices in the management and disposition of records; develops and provides training and participates in outreach and educational programs and workshops; meet with groups and organizations to promote services to expand customer base and increase revenue. This position supervises direct reports and interns, and trains all agency staff on Records and Information Management (“RIM”) best practices and confidentiality laws.

This is a full-time position and is expected to work during regular operation hours.  There is some travel expected, when RIM trainings, consultations, or other services to government entities is required.

Duties and Responsibilities:

• Assist in the administration of all aspects of the Arizona government RIM program
• Create and revise General and Custom Records Retention Schedules and Imaging Requests
• Develop, write and publish various RIM form, manuals, standards, guidance and other documents
• Consult with, promote cooperation and collaboration between LAPR and public bodies, public officials, agency managers, record officer liaisons and RIM staff of state, local government agencies and political subdivisions on the application of best practices in RIM procedures and methods for records programs, including electronic records
• Develop and conduct training for elected and appointed officials and other state and local government staff on the identification, management and preservation of government records, including electronic records
• Work closely with government offices in identifying public and essential records in their agencies
• Participate in the development of strategies and procedures for maintenance, retention, access and disposition of government records regardless of media or format
• Work closely with State Archives staff with historical records appraisal and records transfers
• Recommend, review and implement RIM policies, procedures, processes and guidance
• Create, review, operate and maintain databases for RIM schedules (retention and disposition), stored records, etc.
• Continue to improve professional knowledge by keeping up with RIM best practices, taking RIM trainings and participating in RIM professional associations
• Provide guidance on the use of records and records media as court evidence and reliability issues regarding those records and media
• Evaluate preservation needs of records in cooperation with division preservation officer
• Participate on management team committees, work groups, and clusters as assigned
• Prepare and participate in quarterly State Records Officer meetings, and other such meetings for all public bodies
• Participation in ARMA, NAGARA, AIIM and/or other professional associations.
• Work with groups and organizations to promote service for fee provided by Records Management Center
• Perform other duties as required by ARM Director, or designee

KNOWLEDGE, SKILLS, & ABILITIES

Preferred Qualifications:

• Education: Bachelor’s Degree
• Experience: Minimum of three (3) years of professional level experience with the maintenance, retention, preservation and disposition of records, conducting training, and outreach.  A relevant advanced degree may be substituted for 3 years of working experience
• Knowledge of Arizona statutes, including Records Management (Title 41) and Public Records (Title 39) laws, and federal laws,  regulations and standards relating to RIM, including confidentiality statutes, as well as federal rules and regulations relating to records
• Knowledge of intermediate and advanced RIM practices and procedures
• Knowledge of sources, methods and techniques used in RIM with emphasis on public records
• Computer literate, ability to use/learn various computer applications including RIM software applications, Electronic Document Management System and trustworthy repositories
• Ability to interpret and apply standard RIM principles
• Excellent interpersonal and verbal and written communication skills; ability to communicate effectively and work with diverse groups of people
• Excellent organizational skills and planning ability, detail-oriented with good follow-through
• Certification:  Certified Records Manager (CRM) per testing by the Institute of Certified Records Managers is preferred; if not, must qualify to complete testing cycles within probation period.
• Pre-Employment Physical: Must be able to lift up to 50 pounds
• Pre-Employment Background: Department of Public Safety Background

PRE-EMPLOYMENT REQUIREMENTS

Employment is contingent upon completion of a post-offer medical/physical examination and the agency’s ability to reasonably accommodate any restrictions.

BENEFITS

The State of Arizona provides an excellent comprehensive benefits package including:

• Top-ranked retirement and long-term disability plans
• Affordable medical, dental, life, and short-term disability insurance plans
• Accrued vacation pay and sick days
• 10 paid holidays per year
• Deferred compensation plan
• Credit union membership
• Wellness plans

Arizona State Government is an EOE/ADA Reasonable Accommodation Employer.

All newly hired employees will be subject to E-Verify Employment Eligibility Verification.

Click the APPLY NOW button to submit your application. 

Having trouble applying for this position?

Email HRIShelpdesk@azdoa.gov or call 602-542-4700 for assistance.