Records Management Specialist

Recruitment #123120-MAAZ15-200300

Summary Statement

This position is responsible for maintaining various automated systems related to tracking/documenting of records movements. Duties include movement of records in/out of archives & record center facilities; operating State owned vehicles to deliver/retrieve records throughout the State; identifying and implementing retention schedules requiring retrievals/disposal of document; ensuring record preparations comply with storage/commercial storage facilities policies and responding to agency personnel & the public for retrieval of files/records. Additional duties include: operating hand trucks, pallet Jacks and rolling ladders.

Essential Functions

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, incumbents can complete job duties of similar kind not specifically listed here.
  • Researches, traces and locates permanent records identified as containing inaccurate documents and makes necessary corrections. Uses applicable information systems, imaging system, a variety of card files, microfiche records, microfilm records, computer printouts, and logs to locate documents and files.
  • Assists in the preparation and maintenance of Division's records retention schedule by identifying and describing the various types of records. Researches and describes their uses and condition. Determines volume of the records.
  • Recommends appropriate length of retention period, method or storage and disposal. Consults with the Bureau of Archives and Records Management, as required.
  • Creates and maintains a variety of systems, logs and records to locate documents/files for tracking and research purposes.
  • Implements retention schedule activities. Coordinates retrieval and destruction procedures for disposal of documents. Request micrographic services. Prepares documents and records for microfilming and storage in archives or with private storage facilities.
  • Participates in the development and maintenance of quality control procedures by recommending guidelines for handling documents as they move through the system.

Job Requirements

JOB REQUIREMENTS for Records Management Specialist
Applicants must have education, training and/or experience demonstrating competence in each of the following areas: 

  1. Six months experience in records management for the maintenance, storage, retrieval, retention and disposal of records throughout the life span of the records.
  2. Six months experience in document processing which includes reviewing and evaluating records for completeness and conformity with laws, rules, regulations, standards, policies and procedures, resolve deficiencies, interpret information, and track and monitor activities.
  3. Six months experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.

Conditions of Hire

Criminal background check:  A satisfactory criminal background check is required as a condition of hire.  The recruiting agency may require the applicant to pay for the criminal background check as part of the conditional offer of hire.    

As a condition of hire you must possess a valid driver's license (not suspended, revoked or cancelled, or disqualified from driving).

Functional Capability Evaluation:  Upon a conditional offer, you must take a Functional Capability Evaluation to assess your strength and agility to meet the physical requirements of the position.

All applicants must read the detailed physical requirements for this position which is located at and the file is named (Records Management Specialist - DOS - Public Archives PDF).


To learn more about the comprehensive benefit package please visit our website at

Selection Process

The application and supplemental questionnaire are evaluated based upon a rating of your education, training and experience as they relate to the job requirements of the position.  It is essential that you provide complete and accurate information on your application and the supplemental questionnaire to include dates of employment, job title and job duties.  For education and training, list name of educational provider, training course titles and summary of course content.   Narrative information supplied in response to the questions must be supported by the information supplied on the application including your employment, education and training history as it relates to the job requirements.

Once you have submitted your application on-line, all future correspondence related to your application will be sent via email.  Please keep your contact information current.  You may also view all correspondence sent to you by the State of Delaware in the “My Applications” tab at


Accommodations are available for applicants with disabilities in all phases of the application and employment process.  To request an auxiliary aid or service please call (302) 739-5458. TDD users should call the Delaware Relay Service Number 1-800-232-5460 for assistance.  The State of Delaware – An Equal Opportunity and Affirmative Action Employer.