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Records Administrator

  • 508277
  • PHOENIX
  • DEPT OF GAMING
  • Full-time
  • Closing at: Jul 31 2022 at 23:55 MST

Arizona Department of Gaming

The Arizona Department of Gaming is dedicated to the safe and fair regulation of gaming, horse racing, and unarmed combat sports. Dedicated to being a world-class regulatory agency, ADG is committed not only to its stakeholders, but also to its employees with competitive benefits, professional development opportunities, college tuition reimbursement, and a host of other benefits.

Records Administrator 

Department of Gaming
gaming.az.gov

Job Location:
Posting Details:

Salary: $60,000

Grade: 20

Official Classification Title: Document Imaging Manager

Closing Date: Open until filled

Job Summary:

The Records Administrator establishes and maintains best practices in the management, preservation, and disposition of records. Conducts training for ADG's records management software. Creates standard work for the retention schedule and periodic destruction of expired documents while supervising staff as they participate in retention schedule processes. This position fulfills and coordinates public records requests under the supervision of the Assistant Director. Works closely with Agency Counsel, the assigned Assistant Attorney General, Public Information Officer, Information Technology, and other sections of the Department to organize data related to records requests. The Records Administrator may also interact with the public which may include phone and email correspondence. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.

Job Duties:

Plan, coordinate, and oversee the records management program for the Agency. Adhering to current procedures, guidelines, and controls for storage, retrieval, tracking, and filing of active and inactive records, and ensuring records are maintained and destroyed according to the applicable State and Agency Records Retention Schedules. Receive, process, and respond to requests for public records (including record gathering, redaction, and release). Develop, maintain and review all applicable agency policies for records retention and management.
Maintain changes in case law and legislation regarding records management and public records requests; update staff in response to changes. Provide regular and ongoing consultation, training, and direction to other sections on the requirements of the Public Record laws records retention policies, and related policies/rules. Assist in the development of security procedures to safeguard original and confidential documents.

Knowledge, Skills & Abilities (KSAs):
 
Knowledge of:
  • Records management and retention.
  • Records in electronic formats are properly managed.
  • Arizona Public Records Laws, Policies, and Rules Arizona record retention laws (A.R.S. 41-151, 41-4172, 44-7601, 12-2234, 38-421).
  • Records management techniques for maintenance of hard copy and electronic records.
  • Arizona Criminal Justice Information System (ACJIS).
  • Law Enforcement Judicial Information System (LEJIS).
  • Arizona Crime Information Center (ACIC).
  • National Crime Information Center (NCIC).


    Skills in:
  • Responding to public records requests in a timely manner within the guidelines established Arizona Public Records Laws, Policies, and Rules
  • Manage multiple public records requests simultaneously.
  • Working closely with Agency Council and the Attorney General's Office to preserve records for legal retention.
  • Analysis, decision-making, and problem-solving.
  • Effective communications (written and oral).
  • Gathering facts, organizing, and comprehending information to make logical interpretations necessary to perform operational duties.
  • Critical reading and thinking.
  • Time management.

    Ability to:
  • Serve as liaison to the Arizona State Library and Archives.
  • Audit records and creates audit reports.
  • Protect personal information.
  • Identify commercial and non-commercial use of public records.
  • Plan, organize and coordinate multiple tasks.
  • Strong commitment to accuracy.
  • Focused concentration on details.
  • Exercise initiative in developing and maintaining work processes.
  • Meet deadlines.
  • Report work status, issues, and inquiries timely.
  • Be organized.
  • Be analytical.
  • Be professional.
  • Problem solve.
  • Analyze and establish priorities.
  • Work effectively with all levels of the organization.
  • Display sound judgment.
  • Manage multiple tasks in an accurate and timely manner.
  • Exercise discretion and sound decision when handling sensitive documents.
  • Travel, which may include overnight stays.
  • Work from home.
Selective Preference(s):

Minimum 3 years of administrative/records experience.
Familiarity with state and federal records law.
A legal/paralegal background is a plus.

Pre-Employment Requirements:

Candidates for this position will be required to submit to a criminal history investigation. Requires possession of and ability to retain a current, valid state-issued driver’s license appropriate to the assignment. Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records, and must complete any required driver training (see Arizona Administrative Code R2-10-207.12.)

Benefits:

The State of Arizona offers a comprehensive benefits package to includes:
Sick leave
Vacation with 10 paid holidays per year
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

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).
Please note, that enrollment eligibility will become effective after 27 weeks of employment.

Contact Us:

If you have any questions, please feel free to contact Gaming Recruitment at HumanResources@azgaming.gov or at (602) 771-4263 for assistance. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting Elvis Reyes Ereyes@azgaming.gov or at (602) 639-1468. Requests should be made as early as possible to allow time to arrange the accommodation. Arizona State Government is an AA/EOE/ADA Reasonable Accommodation Employer.

ARIZONA MANAGEMENT SYSTEM (AMS)

All Arizona state employees operate within the Arizona Management System (AMS), an intentional, results-driven approach for doing the work of state government whereby every employee reflects on performance, reduces waste, and commits to continuous improvement with sustainable progress.  Through AMS, every state employee seeks to understand customer needs, identify problems, improve processes, and measure results.  
State employees are highly engaged, collaborative and embrace a culture of public service.

The State of Arizona is an Equal Employment Opportunity Employer.