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Records Management Officer (Executive I)

We continually strive for a workforce that reflects the growing diversity within the State of Illinois.  A variety of employee backgrounds, perspectives, ideas and experiences are crucial to our ability to most effectively serve the public.  Bilingual skills welcome

Reasonable Accommodation Statement

Persons with disabilities are provided reasonable accommodations throughout the hiring process and during performance of all job duties.  Please email the Central Management Services Disability Resource Center at CMS.DisabilityResCen@illinois.gov or call (217) 524 - 7514 for further information and to request an accommodation.

Sponsorship for Employment

The State of Illinois does not provide sponsorship for employment visa status (e.g. H-1B visa status).  To be considered for permanent employment with the State of Illinois, applicants must be currently authorized to work in the United States on a full-time basis.

Disclosure of Salary Information

In compliance with the Illinois Equal Pay Act, 820 ILCS 112/1 et seq., the State does not seek, request, or require a job applicant’s wage or salary history.  Employment decisions are not made based on an applicant’s wage or salary history.  To that end, please do not include wage or salary information in your resume or other profile or application materials.

Date:  May 13, 2022
Location: 

Springfield, IL, US, 62704-4462

Job Requisition ID:  12108

Agency:  Emergency Management Agency  
Closing Date/Time:  05/26/2022 
Salary:  $4,793 - $7,089/month 
Job Type:  Salaried Full Time 
County:  Sangamon 
Number of Vacancies:  1 
Plan/BU:  RC062 

 

Collective Bargaining Agreement language applies to this requisition:
We are currently transitioning away from a paper application process to an electronic application process. This position has not been transitioned. Please follow the directions below when applying to this position.

 

DO NOT APPLY ONLINE

**DO NOT CLICK THE APPLY BUTTON**

 

CMS100/B Employment Application and all applicable documentation should be submitted to the Agency contact listed below.

 

Posting Identification #

12108

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.

Work Hours:  M-F 8-4:30  
Work Location: 1035 Outer Park Dr Springfield, IL 62704-4462  
Agency Contact:

Clara Schmidt

Email: EMA.JOBS@illinois.gov

Phone #:217-524-0888

Job Function:  Legal and Compliance; Clerical and Administrative Support  

 

CANDIDATES MUST SUBMIT A SEPARATE BID FORM (as applicable) AND CMS-100/B FOR EACH POSTED VACANCY APPLIED FOR. 

 

APPLICATION INSTRUCTIONS

DO NOT APPLY ONLINE.

Please submit application via email to: EMA.JOBS@illinois.gov

Current State Employees:

  • Seeking a Promotion – Submit an Official Position Vacancy Bid Form and CMS-100B Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • Older versions of the CMS-100B will not be graded or returned to applicants. 
    • Failure to complete and submit the new CMS-100B (version dated 9/2020 or after) will result in your application being rejected.

 

  • Seeking a Transfer – Submit an Official Position Vacancy Bid FormTransfer Request, and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • A separate Bid form and Application is required for each Posting Identification#/Job Requisition ID # or your bid will be rejected.  
    • Failure to complete and submit the new CMS-100 version (dated 9/2020 or after) will result in your application being rejected.

 

  • Seeking a Reduction - Submit an Official Position Vacancy Bid Form and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • A separate Bid form and Application is required for each Posting Identification#/Job Requisition ID # or your bid will be rejected.  
    • Failure to complete and submit the new CMS-100 (version dated 9/2020 or after) will result in your application being rejected.

 

 Former State Employees:

  • Submit an Official Position Vacancy Bid Form and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • A separate Bid form and Application is required for each Posting Identification#/Job Requisition ID # or your bid will be rejected. 
    • Failure to complete and submit the new CMS-100 (version dated 9/2020 or after) will result in your application being rejected.

 

Non-State Employees:

  • Submit a CMS-100 Employment Application (version dated 9/2020 or after) and official college transcripts (where applicable) to the Agency Contact address listed above.
    • Documentation is required for each Posting/Bid ID or your application(s) will be rejected.  
    • Failure to complete and submit the new CMS-100 version (dated 9/2020 or after) will result in your application being rejected.