Records Management Specialist

JOB SUMMARY



The Records Management Specialist will plan, develop, and administer a records retention strategy for the Seminole Nation designed to facilitate effective and efficient handling of business records and other information in order to standardize filing, protecting, and retrieving records, reports, and other information contained on paper, microfilm, computer program, or other media.

ESSENTIAL FUNCTIONS

Satisfactory job performance will be determined by successful execution of the following:

1. Supervise and maintain classification indexes and filing of a variety of legal and official instruments. Documents involving the analyzing of subject matter of records, selecting subject headings as guides for filing of materials in accordance with a developed system and producing of records and information upon demand.
2. Responsible for arranging, describing, preserving and providing access to Seminole Nation of Oklahoma records with long-term, historical value.
3. Supervise and train Records Management Assistant in record-keeping activities consisting of filing, indexing, classifying and locating information.
4. Develop policy and oversee compliance with scanning and electronic document management guidelines.
5. Receives and supplies requests for record information over the telephone and in person which may require extended research.
6. Participate in the development of procedures related to the storage and retrieval of official Tribal documents.
7. Indexes, selects, cross references and arranges records in electronic files and in onsite storage areas.
8. Develops, monitors, and plans systems and procedures for storage of materials and schedules the disposition and disposal of records in compliance with federal retention requirements.
9. Resolve problems with information management by effective use of software and other information management resources.
10. Confer with Tribal Leadership to ensure compliance with policies, procedures, and practices of records management program.
11. Demonstrates continuous effort to improve operations, decrease turnaround time, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.
12. Supervises the inspection of completed microfilm or scanned documents for quality and completeness. Supervises and operates all microfilming and scanning equipment; performs basic operational and preventive maintenance on micro-graphic equipment as well as scanners, printers, and any other imaging equipment.
13. Other duties as assigned.

MINIMUM QUALIFICATIONS

1. High school diploma or GED required;
2. Certified Archivist (CA) and/or Certified Records Manager (CRM) certification preferred.
3. Associates degree in a relevant field of study and two years related experience is required. Bachelor’s degree preferred.
4. Additional experience maybe substituted for the educational requirement.