Records Management Specialist

(This position is exempt from the State of Delaware Merit System)

Recruitment #101122-J65717-20300

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Summary Statement

A class incumbent reports to a technical superior and is responsible for organizing, prioritizing and coordinating records activities to ensure legal documents, annual reports and other required information is available for use by division staff and other authorized individuals. An incumbent in this class also ensures documents are accurate and maintained in accordance with division policies and applicable state and federal laws. An incumbent in this class establishes and maintains a system of records and logs of the location of various files and documents. Work also involves researching and tracing documents and corrects inaccuracies in permanent records. Principal contacts are with division staff, representatives of the Bureau of Archives and Records Management, private records storage facilities, and other records officials.

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

Minimum Qualifications: Resumes may not be substituted for the application. Applicants must have education, training and/or experience demonstrating competence in each of the following qualifications. Failure in any one area will result in a rating of “not qualified.”
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

  • A satisfactory criminal background check is required as a condition of hire and to maintain employment.
  • Direct deposit of paychecks is required as a condition of employment.

Benefits

  • Full-time City of Wilmington State of Delaware Judicial Branch employees are eligible for FREE parking!
  • This position may be eligible for an Alternative Work Schedule or to Telework after successful completion of the employee’s initial probationary period.
  • To learn more about the comprehensive benefit package please visit the website at https://dhr.delaware.gov/benefits/

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 StateJobs.Delaware.gov.

Accommodations

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 is an Equal Opportunity employer and values a diverse workforce. We strongly encourage and seek out a workforce representative of Delaware including race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression.