Introduction
This recruitment is limited to current State of Maryland permanent and contractual employees only.
GRADE
11
LOCATION OF POSITION
This position is with the Maryland Department of General Services, Records Management Office, located at 7275 Waterloo Road, Jessup, MD 20794.
POSITION DUTIES
This position assists in the day-to-day management and operations of the State Records Center and in the establishment of guidelines and procedures for the development and implementation of records retention and disposal schedules in State, county and local government agencies. This position also serves as the backup Public Information Act (PIA) Officer for the Agency. The position assists in developing, promoting and conducting training activities in State government for the purpose of improving and promulgating records management services, and assists in the fulfillment of Public Information Act requests received by the Department including the retrieval of records, review for mandatory exemptions and drafting responses for review by the Office of the Attorney General. Also assists with departmental legislative activities.
Duties for this position include, but are not limited to:
Assist the Director of Records Management in the day-to-day management and operations of storage, retrieval and disposal of more than 160,000 cubic-feet of non-permanent records, including infrastructure projects within the facility. Completes disposal certificates on behalf of using agencies. Assigns and records retrievals. Manages infrastructure projects for the records center, to include procurement of the repair and replacement of shelving within the State Records Center.
Assist in the review and revising of policies, procedures and disaster recovery plans.
Reviews and approves agency transmittals requesting the accessioning of additional records into the State Records Center. Ensures compliance with State Records Center policies and procedures.
Serves as the backup Public Information Act (PIA) Officer. Aids in the fulfillment of Public Information Act requests received by the Department, including the retrieval of records, review for mandatory exemptions and drafting responses for review by the Office of the Attorney General.
Assist the Director of Records management in the establishment of guidelines and procedures for the development and implementation of records retention and disposal schedules in State, county and local government agencies. This includes development of standardized language for permanent and non-permanent records series digital and paper records.
Develops, promotes and conducts training activities in State government for the purpose of improving and promulgating records management services. Also, assists in the research and development of an electronic records management platform for non-permanent State records, and the training and development using this platform.
Reviews records retention and disposal schedules submitted by State, county and local government agencies, and coordinate approval through the Maryland State Archives and working with agencies to ensure compliance with COMAR. Prepares correspondence and answers inquiries concerning Retention Schedules.
Drafts and edits publications of the State’s records management program including the Records Management Newsletter.
Assist with departmental legislative items as needed. Prepares reports and other mandated legislative materials.
MINIMUM QUALIFICATIONS
Experience: Three years of experience in administrative staff or professional work.
Notes:
1. Candidates may substitute 30 credit hours from an accredited college or university for each year of the required experience.
2. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer involving staff work requiring regular use of independent judgment and analysis in applying and interpreting rules and regulations in accordance with agency laws and policies on a year-for-year basis for the required experience.
SELECTIVE QUALIFICATIONS
Applicants must possess the following selective qualification(s) to be considered. Include clear and specific information on your application regarding all qualifications.
• One (1) year of experience working in the field of government archives and/or records management.
DESIRED OR PREFERRED QUALIFICATIONS
Strong preference will be given to applicants who possess the following preferred qualification(s). Include clear and specific information on your application regarding all qualifications.
• Excellent interpersonal and oral/written communication skills, with at least one year of experience interacting and communicating with executives and senior management.
• Strong Microsoft Office skills, with at least one year of experience utilizing Microsoft Word to create and edit documents, and Microsoft Excel to create new spreadsheets, enter data, and utilize formulas and functions.
• Customer service experience preferred.
• Ability to work independently and multi-task.
• Experience in public speaking (virtually or in-person) desired.
LIMITATIONS ON SELECTION
This recruitment is limited to current State of Maryland permanent and contractual employees only.
SPECIAL REQUIREMENTS
1. Work involves special physical demands such as lifting 50 pounds or more, climbing ladders, etc.
2. Position requires occasional lifting of 50+ pound records boxes.
SELECTION PROCESS
It is important that you
provide complete and accurate information on your application. Please include all experience and education
that is related to this position. All information concerning your
qualifications must be submitted by the closing date; information
submitted after the closing date will not be considered. Credit is given for relevant part-time,
temporary or volunteer experience based on the number of hours worked per week; you
must include the time spent on such activities on your application.
Note that for any position requiring a college degree
or college credit, you will be required to submit a college transcript prior to
being offered a position. You may submit
your transcript as part of the application process.
The examination for
this position will consist of a rating of your education, training and
experience related to the requirements of the position. Successful
candidates will be placed on the employment eligibility list categorized as
BEST QUALIFIED, BETTER QUALIFIED, or QUALIFIED. The eligibility list will
be valid for one year and may be extended. The list will be used by the
hiring authority to select employees for interviews. Eligible lists may be used to fill future vacancies
of the same classification.
You MUST possess
the minimum qualifications before you may be selected for a State job – verification
will be completed upon hire. If you are scheduled to complete an
educational or licensing requirement within six months of being placed on the
eligibility list, you may participate in the selection process. Permanent
State employees may also complete necessary experience requirements within six
months of the date of being placed on an eligibility list.
Please note, selected candidates may be required to
complete and successfully pass a State and Federal fingerprint background check
prior to being hired.
You
must be legally authorized under the United States Immigration Reform and
Control Act to be hired in the position for which you apply.
BENEFITS
FURTHER INSTRUCTIONS
Contact ari.ross@maryland.gov or call 410-767-4988 with questions about this recruitment. The on-line application process is STRONGLY preferred. Apply online at www.dgs.maryland.gov – click on Employment on the left side of the screen. If you are unable to submit your application online, please send your paper application to: Human Resources, Dept. of General Services, 301 W. Preston St., Suite 1311, Baltimore, MD 21201 by the closing date and time. TTY Users: call via Maryland Relay
As an equal opportunity employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity. People with disabilities and bilingual candidates are encouraged to apply. We thank our Veterans for their service to our country.
