DHS RECORDS MANAGEMENT COORDINATOR - 71998

Executive Service

This is a hybrid position

For more information, visit the link below:
https://www.tn.gov/content/dam/tn/human-services/documents/HRC0015956_DHS_RECORDS%20MGMT%20COOR_Davidson_11325.pdf

Who we are and what we do:

DHS MISSION: Strengthen Tennessee by Strengthening Tennesseans

DHS VISION: To revolutionize the customer experience by growing capacity to reduce dependency

DHS VALUES: High Performance Collaboration Continuous Improvement A Shared Vision Customer-Centered Solutions

Job Overview:

The DHS Records Management Coordinator is responsible for the oversight, monitoring, evaluation, storage, and disposal of all departmental records in various formats. This classification performs consultative work on records management inquiries or challenges and ensures departmental records management practices comply with federal and state requirements. This class reports directly to the Director of the Records Management Unit. Occasional travel with the possibility of an overnight stay is required for this position.

Key Responsibilities:

• Coordinates the storage, retention, disposal, or other disposition of agency records in various formats.
• Acts as a liaison between the DHS Records Management Unit and DHS program staff to ensure record management compliance with state and federal regulations. Provides training and guidance to ensure the appropriate disposition of records and that timeliness standards are maintained.
• Assists in the creation, revision, retirement, and promulgation of Records Disposition Authorizations (RDAs) in collaboration with internal and external stakeholders after thorough analysis of existing RDAs and research into state and federal regulations.
• Collects, maintains, and reports analytical records destruction data and facilitates records destruction reviews.
• Collaborates with internal partners and off-site storage facilities to gather on- and off-site records data to complete required reporting for the Secretary of State and the Public Records Commission.
• Coordinates off-site storage between program staff and storage facilities, facilitates requests for off-site records, and monitors reports to ensure timely destruction.

Minimum Qualifications:

Education and Experience: Bachelor's degree and 2 years of experience with DHS programs and organizational structure preferred.

Preferred Skills

• Certified Records Manager (CRM) or Information Governance Professional (IGP)
  preferred.
• Knowledge of records lifecycle (creation, classification, retention, disposition, and
  compliance).
• Experience with document management systems (SharePoint, OneDrive) and
  Microsoft Office Suite (especially Excel, Word, and Outlook).
• Ability to conduct records audits, inventories, analyzation, and improvement.
• Understanding of digital preservation and digitization best practices.
• Knowledge of state and federal records laws.
• Understanding of public records access and confidentiality requirements.
• Experience developing or implementing records workflows, policies, and
  procedures.
• Project management or coordination experience.
• Ability to train and support staff on records procedures.
• Experience working with cross-functional teams or departments.
• Customer service orientation in a government or public-facing role.

Pursuant to the State of Tennessee's Workplace Discrimination and Harassment policy, the State is firmly committed to the principle of fair and equal employment opportunities for its citizens and strives to protect the rights and opportunities of all people to seek, obtain, and hold employment without being subjected to illegal discrimination and harassment in the workplace. It is the State's policy to provide an environment free of discrimination and harassment of an individual because of that person's race, color, national origin, age (40 and over), sex, pregnancy, religion, creed, disability, veteran's status or any other category protected by state and/or federal civil rights laws.