This position is located in the Administrative Services Office, building 5340. Its purpose is to specialize in the management of a statewide records management program. Must be able to maintain accountability of all records and update the Installation Status Report (ISR) as well as specialize in the operation of the Records Holding Area (RHA). Advises units and activities on the policies and procedures of records management which requires proficiency with the Army Records Information Management System (ARIMS).
Responsibilities include:
• Responsible for the management of the public and protected records, documentation and imaging graphics for the Arizona National Guard (AZNG) and records management of its personnel and commands. Maintain the organization of over 200,000 service member's personal files and ensure compliance with the Army Privacy Program based upon rules governing ARIMS.
• On site duplication of military records, correspondence between the requester, service member, Department of Veteran Affairs (VA) and Personnel Devision of the Arizona National Guard (G1).
• Utilizing the knowledge of services, records management, records retention, ARIMS and affiliated programs to establish, update and maintain the AZNG records management program. Indexes records for installation and tenant offices into ARIMS. Conducts surveys and maintains statistical information for the records management programs and repairs reports for senior leadership.
• Communicates and coordinates directly with individual personnel, family members, or other government agencies to provide physical or electronically archived documentation which are held in the RHA.
• Maintain relationships, acting as a liaison, to provide assistance and advice to unit personnel, commanders, security managers in order to execute programs for classified records holding. Coordinate the transfer, retirement, and retrieval of records within the National Archives and Records Administration (NARA) office.
Knowledge of:
• Detailed knowledge of administrative control processes and procedures that govern the storing, retrieval and archiving of redords to maintain the Records Holding Area (RHA).
• Knowledge of records management, records retention, Army Records Information Management System (ARIMS) and associated programs in order to maintain the AZNG records management program.
• Full understanding of Army Regulations (AR) established for proper policies involving the archival of historical records, documents, and artifacts.
• Practical knowledge of general administrative data as well as records management for accurate reporting and formal responses.
Skilled in:
• Skilled in the use of Microsoft programs to include Teams, Word, Excel, and Outlook.
• Skilled and applying evaluative techniques, with an analytical approach, to identify resolutions to situations without clear precedents.
• Skilled in records maintenance, inventory, analysis, registration and data gathering.
Ability to:
• Ability to provide both written and oral communication to personnel at all levels of leadership throughout the AZNG.
• Ability to conduct workshops and training to personnel, units and commanders for this statewide program.
• Ability to use innovative solutions, sound judgment and initiative in planning , coordinating, and maintain the RHA.
• Ability to work independently in planning and completing assignments in accordance with instructions, policies, regulation and known best practices.
Health Insurance Portability and Accountability Act (HIPPA) certification is preferred. Statewide IPERMS access is preferred.
Requires possession of and ability to retain a current, valid state issued driver's license. In-State travel required. Candidates for this position will be required to submit to a criminal background investigation as well as possess the ability to achieve a favorable Tier 3 investigation for the purpose of obtaining/maintaining a Secret clearance eligibility and Common Access Card (CAC) within one year of hire.
The State of Arizona offers a comprehensive benefits package to include:
• 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
Eligible DEMA employees participate in excellent retirement programs provided by the Arizona State Retirement System (ASRS) and for fire personnel the Public Safety Personnel Retirement System (PSPRS).
If you have any questions, please feel free to contact hr@azdema.gov.
DEMA is a smoke-free work environment.
ADA/EEO Employer
The State of Arizona is an Equal Opportunity and Reasonable Accommodation Employer