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State of Indiana · 2 weeks ago

Records Management, Retention, and Data Privacy Assistant

Indianapolis, IN

Full-time

Onsite

New Grad, Entry Level

$38K/yr - $38K/yr

The State of Indiana is one of the largest employers in the state, offering a range of opportunities across 60+ agencies. The Records Management, Retention, and Data Privacy Assistant supports the Ethics and Compliance team in managing documents and data within established protocols.

GovernmentInformation ServicesOnline Portals

Responsibilities

Determine significance of records and drafts retention schedule

Develop system to organize records according to appropriate record retention schedules

Designate records for disposal and verify legality of disposal and records information on database

Design database to utilize records as a cross reference or for reference use by more than one agency

Answer questions concerning matching of records series with corresponding retention schedule

Perform advanced forms analysis and specification writing

Resolve form problems in regard to specification or other specific agency requirements

Complete reports stating number of forms designed, deleted, revised or reprinted

Direct and coordinate the work of lower-level analysts and train subordinates in methods and procedures of records management and forms design and analysis

Coordinate information systems collection and retrieval

Coordinate preparation of printed materials and/or retention and deletion of state forms

Qualification

Records managementInformation systems organizationRetention schedulingForms analysisResearch methodsAnalytical skillsTraining coordinationEffective communication

Required

Specialized knowledge of specific agency functions needed to assist agencies with records management and to develop appropriate forms

Specialized knowledge of information systems organization principles, including systems analysis techniques and information management process: from forms development, through agency use and retention to final disposition of records

Specialized knowledge of principles and techniques of retention scheduling

Specialized knowledge of forms analysis and design, printing methods, techniques and practices used to develop cost effective and practical forms applicable to retention and storage

Specialized knowledge of research methods and laws governing use, storage and retrieval of public records and ability to compile history of agency records management responsibilities and actions

Ability to communicate effectively, especially in drafting accurate, complete and concise descriptions for retention schedules

Ability to analyze flow of records-purpose and length of required retention to determine most efficient and cost-effective system of information management

Ability to apply random information to principles of systems organization and records retention

Ability to train and coordinate work of lower-level analysts

Able to perform essential functions with or without reasonable accommodation

No degree is required to fill this position