ELECTRONIC RECORDS & INFO MGMT SPEC - (TECHNICAL MANAGER IV)
Springfield, IL, US, 62703
Job Requisition ID: 51336 IPR#25-00510
Closing Date: 11/19/2025
Agency: Department of Transportation
Position Title: Technical Manager IV
Salary: Anticipated Starting Salary: $ 5,432 Monthly; Full Range: $ 5,432 - $9,713 Monthly
Job Type: Salaried
Category: Full Time
County: Sangamon
Number of Vacancies: 2
Bargaining Unit Code: NR916 Pro Tech Teamsters
This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.
All applicants who want to be considered for this position MUST apply electronically through the illinois.jobs2web.com website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.
Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.
Why Work for Illinois?
Working with the State of Illinois is a testament to the values of compassion, equity, and dedication that define our state. Whether you’re helping to improve schools, protect our natural resources, or support families in need, you’re part of something bigger—something that touches the lives of every person who calls Illinois home. No matter what state career you’re looking for, we offer jobs that fit your life and your schedule—flexible jobs that provide the gold standard of benefits. Our employees can take advantage of various avenues to advance their careers and realize their dreams. Our top-tier benefits and great retirement packages can help you build a rewarding career and lasting future with the State of Illinois.
Position Overview
This position is responsible for managing records within the department’s electronic records and information management system, DocuWare. Key duties include developing and maintaining data capture templates, managing record holds and disposition processes, scheduling and running reports, creating and executing records management workflows, and ensuring the accuracy of metadata and classification. The incumbent must also maintain strict confidentiality regarding records content and user access in compliance with department policies and applicable laws.
Essential Functions
- Designs, develops, and maintains data capture templates to ensure accurate indexing and metadata application for electronic records.
- Applies and manages legal and administrative holds to prevent unauthorized alteration or deletion of records.
- Initiates, monitors, and manages disposition workflows in accordance with approved retention schedules.
- Schedules and generates system management reports to support oversight, auditing, and performance tracking.
- Creates, tests, and executes automated records management workflows to streamline document lifecycle processes.
- Monitors metadata accuracy and documents preservation activities to ensure integrity, traceability, and compliance.
- Maintains confidentiality and safeguards sensitive records and information at all times in accordance with department policy, state and federal laws, and industry best practices.
- Implements and maintains the department’s classification scheme and controlled vocabulary across electronic repositories.
- Performs all duties in compliance with departmental safety standards and fosters an inclusive, respectful work environment.
- Performs other duties as assigned.
Minimum Qualifications
- Completion of a bachelor’s degree in information science, computer science, information systems, library and information science, PLUS two years of experience administering electronic records management systems, OR eight years of progressively responsible experience administering electronic records management systems.
Preferred Qualifications
- Demonstrated experience administering and configuring enterprise electronic records management systems, preferably DocuWare, including capture template development, workflow automation, and metadata governance.
- Proficiency in scripting, query building, or logic-based workflow design to support document processing, metadata validation, and retention enforcement.
- Strong understanding of records lifecycle principles, including classification, retention, legal holds, and disposition within a digital environment.
- Knowledge of state and federal records management standards, including International Organization for Standardization (ISO) 15489, National Archives and Records Administration (NARA) guidance, and the Illinois State Records Act.
- Working knowledge of supporting large-scale digital transformation or records digitization initiatives in a government, legal, or regulated environment.
- Exceptional analytical and problem-solving skills with the ability to identify system issues and recommend scalable solutions.
- Ability to communicate technical concepts effectively to non-technical users, including training, documentation, and troubleshooting support.
- Highly organized and detail-oriented, with the ability to manage multiple projects, prioritize competing deadlines, and work independently.
- Demonstrated ability to handle sensitive and confidential information.
- Certifications or completed training in records management, information governance, or enterprise content management (e.g., AIIM, ARMA, CRM, IGP, or equivalent).
Conditions of Employment
- Valid driver’s license.
- Occasionally statewide travel which may include overnight stays.
- Successful completion of a background check.
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The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.
About the Agency
The Illinois Department of Transportation is seeking to hire a Electronic Records and Information Management Specialist.
The IDOT team works diligently to provide safe, cost-effective transportation for Illinois in ways that enhance quality of life, promote economic prosperity and protect our environment. We are problem solvers and leaders, constantly searching for innovations and improvements in support of our commitment to providing the best multimodal transportation system for Illinois. Our team fosters a culture of inclusivity. We value diversity and hold ourselves to the highest ethical standards as we work together for a common purpose. Team members frequently collaborate with colleagues and others outside the department to best meet customer needs.
The department offers extensive training and career advancement opportunities. Employees also receive a robust benefit package including:
- Monday-Friday work schedule
- Flexible work schedules in several program areas (flexible time, hybrid scheduling)
- Health, Life, Vision, and Dental Insurance
- Pension Plan
- (12) Weeks paid Maternity/Paternity Leave
- Deferred Compensation Program and other pre-tax benefit programs (Medical/Daycare)
- Employees earn (12) paid Sick Days annually
- New Employees earn (10) paid Vacation Days their first year of service and can earn up to (25) paid Vacation Days annually
- Employees earn (3) paid Personal Days annually
- (13-14) paid holidays annually (based on start date)
- Tuition Reimbursement
- Employee Assistance Program and/or mental health resources
We invite qualified applicants to apply to become part of our team. We are confident that you will take pride in serving Illinois and its residents and visitors.
Work Hours: 8:00 AM - 4:30 PM Monday - Friday
Work Location: 2100 Eastdale Ave, Springfield, Illinois, 62703
Work Office: Office of Finance & Administration, Bureau of Business Services
Agency Contact: DOT.CONTACTHR@ILLINOIS.GOV
Posting Group: Transportation; Leadership & Management
NOTICE: Please note that this position is one of many IDOT positions that has been identified as one that is properly a Personnel Code-covered role. This change does not affect the union status, listed duties, job responsibilities, or working title of Technical Manager IV, but does provide the position with additional job protections not previously available. This position will change from the Technical Manager IV classification to Transportation Office Specialist option 4 in the near future as part of the completion of this ongoing administrative alignment project.
APPLICATION INSTRUCTIONS
Use the “Apply” button at the top right or bottom right of this posting to begin the application process.
If you are not already signed in, you will be prompted to do so.
State employees should sign in to the career portal for State of Illinois employees – a link is available at the top left of the Illinois.jobs2web.com homepage in the blue ribbon.
Non-State employees should log in on the using the “View Profile” link in the top right of the Illinois.jobs2web.com homepage in the blue ribbon. If you have never before signed in, you will be prompted to create an account.
If you have questions about how to apply, please see the following resources:
State employees: Log in to the career portal for State employees and review the Internal Candidate Application Job Aid
Non-State employees: on Illinois.jobs2web.com – click “Application Procedures” in the footer of every page of the website.
Seasonal and temporary workers should use a personal e-mail address when applying for jobs.
The main form of communication will be through email. Please check your “junk mail”, “spam”, or “other” folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses:
- donotreply@SIL-P1.ns2cloud.com
- systems@SIL-P1.ns2cloud.com
Nearest Major Market: Springfield