RECORDS MANAGEMENT SPECIALIST

DEPARTMENT OF ECONOMIC SECURITY

Your Partner For A Stronger Arizona.

DES works with families, community organizations, advocates and state and federal partners to realize our collective vision: A thriving Arizona.

DES serves more than 3 million Arizonans. Our Mission is to strengthen individuals, families, and communities for a better quality of life.

RECORDS MANAGEMENT SPECIALIST

Job Location:

Division of Aging and Adult Services (DAAS)

Adult Protective Services (APS)

Address: 1789 West Jefferson Street, Phoenix, Arizona 85007

Posting Details

Salary: $21.500 Hourly

Grade: 17

Closing Date: 1/7/2025

Job Summary

Would you like to be part of an amazing team that helps Arizonans thrive? At the Department of Economic Security (DES) we strengthen individuals, families, and communities for a better quality of life. DES is looking for individuals who are committed to service, community, and teamwork. To learn more about DES please visit des.az.gov; or click on the link here to view ‘Our DES’ video. Come Join the DES Team!

The Department of Economic Security, Division of Aging and Adult Services, seeks a self-motivated and detail-oriented individual to join our team as a Records Management Specialist with APS Continuous Quality Improvement. Under general supervision, the Records Management Specialist conducts research in various databases and automated systems; utilizes various databases to research records, and maintains a tracking system. The Records Specialist will participate in the development of strategies and procedures for the maintenance, retention, access, and disposition of government records regardless of media or format. Assist with record-keeping responsibilities, and familiarity with Arizona statutes, including Records Management and federal laws, regulations, and standards relating to RM, including confidentiality laws.

This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures.

The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State’s Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.

Job Duties

Essential Duties and Responsibilities include but are not limited to:

• Manage all official records and forms on behalf of Adult Protective Services; manage records according to procedures established by applicable statutes and governing policies and based upon approved general and custom retention schedules; follow disposition as determined by schedules.
• Review of all Records Management forms submitted by DES staff and external entities including medical offices, police departments, and other state agencies regarding compliance and completeness including proper record-keeping practices; continue to improve professional knowledge by staying up to date on Records Management best practices, attending Records Management training, and participating in Records Management professional associations.
• Function as a Record Center Management System coordinator; review, operate, and maintain records management databases (record retention schedule, records series, disposition schedule, and records officer databases, among others) as assigned by the supervisor.
• Responsible for processing records documents that require subject-matter knowledge and judgment in document classification and identification, familiarity with multiple data entry systems, and recognition of relevant data. Perform data entry, log, file, scan, and photocopy material as needed, and label documents.
• Participate in collaborative cross-team problem solving sessions to improve efficiency and timeliness of records process.
• This position travels throughout the state in order to participate in team meetings and in-office record keeping activities and to participate in collaborative cross-team problem solving sessions.
  
  

Knowledge Of

Knowledge, Skills & Abilities (KSAs):

• Processes, procedures, and systems for implementing life-cycle management accounting, administration, retention policies, and disposition procedures
• Confidentiality policies, processes, and expectations and automated databases and systems
• Fundamental and intermediate RIM practices and procedures
• Development of records management activities to support legal, regulatory, and DES policy requirements
  
  

Skill In

• Oral and written communication
• Establishing and maintaining working relationships with leadership, division management and internal and external stakeholders
• Analyzing, problem-solving, and researching various sources to troubleshoot
• Using a variety of computer software packages (e.g., Excel, Word, databases, Access, PowerPoint, Google Suite, etc.), RIM software and Internet-based applications
  
  

Ability To

• Analyze specific problem situations and determine acceptable solutions within the framework of laws, rules, and regulations
• Plan and be detail-oriented with good follow-through
• Comprehend, understand and make inferences from the written material
• Analyze specific problem situations and determine acceptable solutions within the framework of laws, rules, and regulations
  
  

Selective Preference(s)

The ideal candidate for this position will have:

• Associate degree in Records Management, Library Science, Information Science, Archival Science, Business, Public Administration, or a related field; OR six months working with records including maintenance, handling records and archive materials, analyzing and responding to requests, document management, paralegal work, library research or related experience.
  
  

Pre-Employment Requirements

• Successfully pass background and reference checks; employment is contingent upon completion of the above-mentioned process and the agency’s ability to reasonably accommodate any restrictions.
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).
• In-state travel is required. Driver’s License Requirements Any employee operating a motor vehicle on State business must possess and retain a current, valid class-appropriate driver’s license, complete all required training, and successfully pass all necessary driver’s license record checks. The license must be current, unexpired, and neither revoked nor suspended. Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records, and must complete all required driver training. An employee who operates a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) R2-10-207.11).
  
  

Benefits

The Arizona Department of Economic Security offers a comprehensive benefits package to include:

• Affordable medical, dental, life, and short-term disability insurance plans
• Participation in the Arizona State Retirement System (ASRS) and long-term disability plans
• 10 paid holidays per year
• Vacation time accrued at 4.00 hours bi-weekly for the first 3 years
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
• Sick time accrued at 3.70 hours bi-weekly
• Deferred compensation plan
• Wellness plans
• Tuition Reimbursement
• Stipend Opportunities
• Infant at Work Program
• Rideshare and Public Transit Subsidy
• Career Advancement & Employee Development Opportunities
• Flexible schedules to create a work/life balance
  
  

By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.

Learn more about the Paid Parental Leave pilot program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

Retirement

State employees are required to participate in the Arizona State Retirement System (ASRS), the State sponsored retirement contribution plan and the Long-Term Disability (LTD) program after a 27-week waiting period. The ASRS defined benefit plan provides for life-long income upon retirement. You will also have the option to participate in a voluntary deferred compensation program to take advantage of tax-deferred retirement investments.

On, or shortly after, your first day of work you will be provided with additional information about the available insurance plans, enrollment instructions, submission deadlines and effective dates.

Contact Us

For questions about this career opportunity, please contact Brenda Cruz at 480-493-9033 or BCruz@azdes.gov.

The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting Brenda Cruz at 480-493-9033 or BCruz@azdes.gov. Requests should be made as early as possible to allow time to arrange the accommodation.