Records Management Specialist

Job Description

About the Role

Title: records Management Specialist

Location: Phoenix United States

Job Description:

Based on business needs, this position may function as a Centralized Records Coordinator or Redaction Specialist.

Centralized Records Coordinator – Performs statewide research in systems regarding child maltreatment records. Processes statewide and nationwide requests from the public, media, court personnel, and legal requests to aide in criminal prosecution and in making rulings for civil child custody matters. Conducts Department of Child Safety (DCS) out-of-state and law enforcement information requests for individuals whom a DCS report has been made. Ensures the safety of children in their jurisdictions when the family (parent, guardian, or custodian), at one time, were residents of Arizona including, but not limited to adult(s) (alleged perpetrators) and child/children (alleged victims) researches and as well as other state agencies for the release of confidential DCS report history.

Redaction Specialist – determines if a person is statutorily entitled to a DCS report history and/or case records and if so, redacts the reports/records in conformance with statute and policy. Conducts a systems research in Guardian and various county court websites.

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:

Centralized Records Coordinator – Determines who is authorized to receive information, per state statute, and in the correct format. Researches in CHILDS for all requests including, Dependency, court order and client requests for prior child maltreatment history; OR Redaction Specialist – Performs redactions of all records in accordance with DCS policies and procedures and in accordance with Attorney General’s Office (AGO) training or receive, log, review, process and send out requests for confidential DCS history.

Completes daily/weekly statistical reports regarding production achieved.

Other duties as assigned related to the position.

Knowledge, Skills & Abilities (KSAs): Knowledge of:

Arizona Revised Statutes pertaining to confidentiality to the area of assignment

Redaction procedures and associated software

Processing request for information from public, media, court etc.

Skills in:

Effective written and verbal communication

Problem identification, analysis and resolution, including recommending a course of action regarding a wide variety of data from various computer sources and trouble shooting difficulties

Conflict management

Interpersonal relationships

Organization

Using computer hardware and software including Microsoft Office (Word, Outlook, and Excel etc.)

Ability to:

Learn the departments’ specialized systems (e.g.;Guardian) to research record availability

Apply statute and policy to varying types of records requests

Review records requests to ensure validity

Redact documents using available software

Accurately track requests

Maintain the strictest confidentiality

Selective Preference(s):

N/A

Pre-Employment Requirements:

The ability to secure and maintain clearance from the DCS Central Registry.

This position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver’s License Requirements.

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Benefits:

The State of Arizona provides an excellent comprehensive benefits package including:

Affordable medical, dental, life, and short-term disability insurance plans

Top-ranked retirement and long-term disability plans

10 paid holidays per year

Vacation time accrued at 4.00 hours bi-weekly for the first 3 years

Sick time accrued at 3.70 hours bi-weekly

Deferred compensation plan

Wellness plans

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:

Positions in this classification participate in the Arizona State Retirement System (ASRS). Enrollment eligibility will become effective after 27 weeks of employment.

Contact Us:

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 602-255-3141 or by email at ADA@AZDCS.GOV. Requests should be made as early as possible to allow time to arrange the accommodation. Should you have any further questions regarding the interview process you can reach out to a member of our recruitment team at 602-255-2903 or by email at recruiting@azdcs.gov. The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.