Records Management Officer (Executive I)

Position Overview

The Illinois Emergency Management Agency is seeking a Records Management Officer.  The individual in this role coordinates all of the Agency's records management activities, works with other Agency programs in developing retention schedules to ensure efficient records management, and serves as a liaison to the Secretary of State Archives and State Records Section.  Our employees work in an ever-changing environment that presents new challenges with rewarding results.  If you are interested in joining our team, we invite you to apply for the Records Management Officer position with IEMA. 

Job Responsibilities

1. Serves as the agency's records management officer for the Illinois Emergency Management Agency. 
   • Maintains workflow schedule to meet timelines/deadlines.
   • Scans, imports, and indexes archived documents into Docuware.
   • Prepares scanned documents for microfilm or paper storage and implements transfer, archival and disposal processes.
2. Coordinates Illinois Emergency Management Agency's records management activities.
   • Evaluates and initiates policies and procedures relative to all aspects of records management with the agency. 
3. Recommends and implements records reformatting, indexing, and delivery solutions for permanent and inactive records.
4. Conducts studies and investigations of records management and retention policies.
   • Confers with staff to determine status of records.
   • Establishes disposition of all records and advises management on agency records retention policies and procedures.
   • Confers with field offices staff to determine disposition of agency statewide records regarding imaging and/or archiving.
   • Determine media for storing records.
5. Provide set-up of records management software.
   • Provides training to staff.
   • Recommends and assists with implementation of records storage and indexing solutions.
   • Maintains information delivery systems, including database catalog and network folders
6. Serves as a liaison to the Secretary of State Archives and State Records Section and assists IEMA program staff with records retention schedule.
   • Coordinates retention and storage of agency statewide records in accordance with policies and procedures established by the Secretary of State Archives and Records Center and agency's legal staff.
   • Maintains records retention schedule and informs management of policies and procedures which apply to the records schedule.
7. Performs other duties as required or assigned that are reasonably within the scope of the duties enumerated above. 

Minimum Qualifications

1. Requires knowledge, skill, and mental development equivalent to completion of a two (2) year or four (4) year college degree, preferably with coursework in business or public administration.
2. Requires one (1) year of responsible administrative experience in a public or business organization, or completion of an agency approved professional management training program. 

Specialized Skills

Requires working knowledge of records management processes and procedures.

Conditions of Employment

1. Requires a criminal history check through the Illinois State Police.
2. Requires use of an agency-supplied mobile phone.