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RECORDS MANAGER

  • 515012
  • PHOENIX
  • REMOTE OPTIONS
  • DEPT OF ECONOMIC SECURITY
  • Full-time

DEPARTMENT OF ECONOMIC SECURITY

Your Partner For A Stronger Arizona.

DES works with families, community organizations, advocates and state and federal partners to realize our collective vision that every child, adult, and family in Arizona will be safe and economically secure.

DES serves more than 3 million Arizonans. Our Mission is to make Arizona stronger by helping Arizonans reach their full potential through temporary assistance for those in need, and care for the vulnerable.

RECORDS MANAGER
DIVISION OF AGING AND ADULT SERVICES (DAAS)

Job Location:

Location Based on Succesful Candidate's Arizona Residence

Posting Details:

Salary: $56,000 - 65,000  

Grade: 20

Closing Date: Open Until Filled

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

Job Summary:

The Department of Economic Security, Division of Aging and Adult Services, seeks an experienced and highly motivated individual to join our team as a Records Manager with Adult Protective Services (APS) Administration. DAAS supports at-risk Arizonans to meet their basic needs and to live safely, with dignity and independence. Services and programs reach a diverse population of Arizonans.

You will provide oversight to a team of staff responsible for proper processing of public records requests, APS investigation records requests and APS document retention. Supervise staff responsible for processing incoming Adult Protective Service (APS) records requests and, as necessary, process these requests in order to ensure records are delivered within specific time frames. Provide expertise in quality assurance, and training in records management practice, HIPAA, Address Confidentiality Program (ACP), federal privacy laws, and Adult Protective Services statutes and regulations surrounding records. Serve as primary liaison with the public records office and will be responsible for managing all record and retention management for APS.

The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, 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.

*This position works primarily from the successful candidate’s Arizona home office but occasional in-person attendance at the worksite location for mandatory meetings, trainings, etc. may be required. Worksite location: 1789 W. Jefferson, Phoenix, Arizona 85007.

Job Duties:

● Provides leadership and mentorship to staff. Conducts monthly 1:1 performance meetings, semi-annual performance appraisals, approves timesheets, and schedules staff.
● Oversee all records requests processes and compliance with required timeframes for response and escalation.
● Coordinate with IT administration on any system issues impacting records processes and statutory/policy records requirements.
● Provides expertise, quality assurance, and training in records management practice, HIPAA, Address Confidentiality Program (ACP), federal privacy laws, and Adult Protective Services statutes and regulations surrounding records. Serve as primary liaison with the public records office.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:
● Records management practices, including retention policies and redaction techniques.
● Federal and State statutes and administrative rules for providing Department record requests; applicability of Federal regulations and rules concerning HIPAA and other privacy and records statutes and policies
● State Statutes as it pertains to the Address confidentiality Program
● Federal Privacy Act of 1974

Skill in:
● Strong written and oral communication; analyzing varying amounts and types of information and data; managing numerous requests simultaneously’ and using multiple computer applications efficiently and accurately.
● Operational analysis of programs and activities
● Application of state and federal laws and programmatic policies/procedures

Ability to:
● Process information and data involving record request received from the public, law firms, law enforcement and state agencies
● Work as a team member and contribute to problem solving, idea sharing and process improvement
● Handle highly confidential documents and information; meet legally imposed deadlines; maintain cooperative and professional relations with staff’; analyze and evaluate substantial amounts of information and make determination as to responsive versus unresponsive documents, or portions of documents
● Successfully manage multiple tasks, conflicting priorities and deadlines

Selective Preference(s):

● Require 2 years of experience in records management or associate's degree in paralegal studies, library science, or management or certificate program in records management and 1 year of experience in records management. Supervisor experience is strongly preferred.

Pre-Employment Requirements:

● Travel may be required for State business. Employees who drive on state business must complete any required driver training (see Arizona Administrative Code R2-10-207.12.) AND have an acceptable driving record in accordance with DES Fleet Management-Safety Program policy and procedures (DES 1-07-26 & DES 1-07-26-01). Employees may be required to use their own transportation as well as maintaining valid motor vehicle insurance and current Arizona vehicle registration; however, mileage will be reimbursed.
● Be subject to a search of Child Protective Services Central Registry and the Adult Protective Services Registry pursuant to A.R.S. 46-459.
● A.R.S. 41-1968 Each employee of the department who has contact with children or vulnerable adults shall have a valid, unrestricted Level One fingerprint clearance card issued pursuant to section A.R.S. 41-1758.07.
● Successfully complete the Electronic Employment Eligibility Verification Program (E-Verify), applicable to all newly hired State employees.
● Successfully pass background and reference checks; employment is contingent upon completion of the above-mentioned process and the agency’s ability to reasonably accommodate any restrictions.

Benefits:

The Arizona Department of Economic Security offers a comprehensive benefits package to include:

● Career Advancement & Employee Development Opportunities
● Flexible schedules to create a work/life balance
● Tuition Reimbursement
● Participation in the Arizona State Retirement System (ASRS)
● 10 paid holidays per year
● Stipend Opportunities
● Infant at Work Program
● RideShare and Public Transit Subsidy
● Affordable Medical, Dental, and Vision
● Life and Disability 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.

For a complete list of benefits provided by The State of Arizona, please visit our benefits page

Retirement:

● State employees are required to participate in the Arizona State Retirement System (ASRS), the State sponsored retirement contribution plan and the Long-Term Disability (LTD) program after a 27-week waiting period. The ASRS defined benefit plan provides for life-long income upon retirement. You will also have the option to participate in a voluntary deferred compensation program to take advantage of tax-deferred retirement investments.
On, or shortly after, your first day of work you will be provided with additional information about the available insurance plans, enrollment instructions, submission deadlines and effective dates.

Contact Us:

For questions about this career opportunity, please call Brenda Vega at (520) 279-4525 or by email at BVega@azdes.gov.

Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting (602) 542-0400. 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.