SECRETARY OF STATE (DEPT OF STATE)

Address: 1901 W. Madison St.
Phoenix AZ 85009

Salary: 72,000 - 75,000 

Grade: 23

The Archives and Records Management Branches (ARM) preserve and provide access to unique historical and contemporary resources including the official archives of Arizona’s permanent government records. ARM also assists state agencies, local governments and political subdivisions with the management of their public records pursuant to A.R.S. §41-151.12 through §41-151.18 and provides records storage, retrieval, and disposal services to public bodies statewide.

Under the direction of the State Librarian/Director of Library Services, Archives and Records; the Records Administrator works closely with the Archives Administrator and staff in performing advanced records and information management work. Work involves overseeing, evaluating, reviewing, recommending, implementing, updating, and maintaining a records and information management program.

The Records Administrator reaches out to and works with all public bodies to write retention and disposition schedules, to help public bodies establish and maintain best practices in the management and disposition of records, to develop and provide training in person and virtually, and to meet with groups and organizations to promote services to expand the customer base.

This position supervises a Records Analyst and a Records Project Specialist, overseeing day-to-day operations, coordinating their efforts, building an effective team, and providing opportunities for them to participate in professional development and professional organizations for Records Management.

Additional duties as an administrator include staying current with best practices in the field of Records Management, leading the team in short-term and long-term planning, evaluation, and data collection, and participating in the State Library's Leadership team.

This is a full-time position, exempt from overtime, and is expected to work during regular operation hours. Travel for trainings, consultations, or other services to government entities is required.

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.

Provide advanced level records management work in the creation and revision of retention schedules for all public bodies that meet relevant state and federal laws, statutes and regulations.

Develop and provide training for public bodies on the function and use of retention schedules, meeting records management standards and best practices, and adequate protection of records from the hazards. Keep all public bodies informed about current records management issues and requirements through publication of manuals, policies, and guidelines.

Direct the work of the Records Management staff and build an effective team. This includes goal-setting and professional development as well as providing leadership in keeping customer retention schedules updated and current in databases; overseeing the off-site record storage process and the use of storage software; and overseeing the filing of relevant records management paperwork.

Stay current with best practices in the field of Records Management, leading the team in short-term and long-term planning, evaluation, and data collection. Participate in the State Library's Leadership team.

Work closely with the State Archives to appraise historical value of public records and arrange for the transfer of historical/permanent records from all public bodies to the State Archives. In conjunction with the State Archives, develop standards for records creation in multiple formats that meet current industry standards.

Other duties as assigned as related to the position (typically 5% - 10%)

Knowledge of:
- Relevant state and federal laws, statutes and regulations
- Principles and practices of public records administration
- Information science principles and practices
- Apply management principles and techniques
- The complex issues surrounding social media and records
- Sources, methods and techniques used in RIM with emphasis on public records
- Performance Management (PM), and Continuous Quality Improvement (CQI) and Lean methodologies.

Skill in:
- Computer navigation, ability to use/learn various computer applications including RIM software applications, Electronic Document Management Systems and trustworthy repositories
- Excellent organizational skills
- Excellent interpersonal, verbal and written communication skills

Ability to:
- Interpret and apply standard RIM principles
- Communicate effectively with diverse groups of people
- Use/learn various computer applications including databases
- Conduct records management trainings and workshops
- Work closely with Records Officers statewide to establish records management best practices
- Build and motivate a team
- Support a diverse multi-cultural workforce that reflects the community, promotes equal opportunity at all levels of public employment, and creates an inclusive work environment that enables all individuals to perform to their fullest potential free from discrimination.

Master's degree in History, public administration, library science or related field with an archival component. Minimum of 6 years of professional experience in archives or records, including conducting trainings, outreach and supervising staff. Active professional with participation in professional organizations

Fingerprint Clearance Card

If 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).

The State of Arizona offers a comprehensive benefits package to include:
Sick leave
Vacation with 10 paid holidays per year
Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
Health and dental insurance
Retirement plan
Life insurance and long-term disability insurance
Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

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

To help you build a financially secure future, the State makes monthly contributions to finance your retirement benefit. The State will contribute to the ASRS in an amount equal to your contribution. In other words, you and the State will each pay 50% of the total cost of the benefit. New State employees have a 27-week wait period for contributions to begin.

The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.