Job Summary:

The Records Management Specialist provides technical assistance to state and local agencies throughout the complete records life cycle, from creation to disposition. Working collaboratively with the State Archives, this role promotes records management best practices that support digitization and preservation initiatives. The Records Management Specialist serves as the primary records management liaison for the Trusted Electronic Records Repository (TERR), delivering training, educational materials, and ongoing consultation to agencies and records officers to ensure successful system adoption and utilization. This cross-functional position requires strong communication skills and the ability to translate records management concepts into practical guidance for stakeholders while also managing multiple relationships and projects simultaneously.

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:

Educates and informs state and local agencies and records officers on records management best practices by creating and presenting outreach materials, training sessions, and targeted presentations.

Collaborates with the State Archives to research, understand, and communicate best practices related to electronic records standards and the strategic use of the Trusted Electronic Records Repository (TERR).

Provides ongoing support and guidance to state and local agencies and records officers in the administration of their records management programs by responding to general inquiries through a communication portal and conducting consultations through in-person or virtual meetings as needed.

Assists in the creation and revisions of general and custom retention schedules; Keeps customer retention schedules updated and current in the records management databases.

Provides clerical support for Records Management Branch activities including: document processing, data entry, file maintenance, and other administrative support to ensure smooth operations.
 

Knowledge, Skills & Abilities (KSAs):

Knowledge:
- Knowledge of records management principles, practices, and life cycle management.
- Understanding of electronic records, digital preservation methods, and digitization best practices.
- Knowledge of learning principles and instructional design techniques for developing effective training materials.
- Knowledge of communication strategies for translating complex technical concepts into accessible guidance.
- Knowledge of consultation techniques and best practices for providing technical assistance to diverse stakeholders.

Skills:
- Excellent verbal and written communication skills for presenting complex information clearly.
- Presentation and public speaking abilities for delivering training sessions and presentations.
- Critical-thinking and problem solving skills to address records management challenges.
- Time management skills for handling multiple priorities simultaneously.
- Administrative and clerical skills including filing; scheduling; and correspondence management.
- Excellent customer service skills for supporting agency needs.

Ability:
- Ability to develop and deliver effective educational materials, trainings, and presentations.
- Ability to research and interpret records management regulations, standards, and best practices.
- Ability to adapt to new technologies and electronic records management systems.
- Ability to build and maintain professional relationships with state and local agency personnel.
- Ability to adapt work style and approach based on varying client needs and organizational cultures.
- Ability to stay current with evolving records management trends, technologies, and regulations.
- Ability to evaluate program and training effectiveness and make continuous improvements.