Agency Records Coordinator - Administrative Officer 3

Full Job Description

The Office of Administration (OA), Office of Continuity and Records Information Management (OCRIM) is seeking a highly motivated individual who enjoys multi-tasking and working with records, data, and policy.

This position serves as the OA Agency Records Manager responsible for managing the agency’s Records Management Program and assisting with the management of the Directives Management and Executive Board Resolution Systems.

If you have experience and knowledge working in Records Management and Policy and are looking to use your analytical, collaborative, and communication skills, we have an opportunity for you!

Requirements

As an Agency Records Coordinator, you will manage the Governor’s Office of Administration’s (OA) Records Management Program to ensure records, file plans, records retention and disposition schedules are current according to the Commonwealth’s records management policies and procedures.

This role assists the Enterprise Records Information Manager by providing support and guidance to all agencies to ensure that the Commonwealth's Records Management Program operates efficiently and effectively according to Commonwealth’s records management policies and procedures.

This position acts as the Administrator of the Commonwealth’s Electronic Records Action System (ERAS). Additional responsibilities include:

• Assist with the management of the Directives Management System (DMS) and the Executive Board Resolution System (EBRS).
• Assist with the management of the Sunshine Act Public Meeting Notices Online System.
• Plan and provide technical training on office managed integrated systems for internal and external staff including ERAS, DMS, EBRS, and the Sunshine Act Public Meeting Notices Online System.
• Assist with office management duties such as procurement, HR Liaison, budget operations, and equipment service.
• Serve as the primary alternate for the Directives Management System Administrator.

Interested in learning more? Additional details regarding this position can be found in the position description.

Work Schedule and Additional Information:

• Full-time employment
• Work hours are 8:00 AM to 4:00 PM, Monday - Friday, with a 30-minute lunch.

Telework: You may have the opportunity to work from home (telework) part-time, up to 2 days per week.

In order to telework, you must have a securely configured high-speed internet connection and work from an approved location inside Pennsylvania.

If you are unable to telework, you will have the option to report to the headquarters office in Harrisburg. The ability to telework is subject to change at any time.

Additional details may be provided during the interview.

• Salary: In some cases, the starting salary may be non-negotiable.
• You will receive further communication regarding this position via email. Check your email, including spam/junk folders, for these notices.

Qualifications

QUALIFICATIONS

Minimum Experience and Training Requirements:

• One year as an Administrative Officer 2 (Commonwealth job title or equivalent Federal Government job title, as determined by the Office of Administration); or
• Four years of experience in progressively responsible and varied office management of staff work in public or private organization, including experience in personnel management budgeting or procurement; and such training as may have been gained through graduation from a four-year college or university; or
• Any equivalent combination of experience and training.

Additional Requirement:

• You must have two years of experience working in a progressively active records management program and/or environment involving the analytical assessment of records and information.
• You must have two years of experience in working with the interpretation and updating of policies that govern a large volume of employees.
• You must have two years of experience developing and conducting training to staff.
• You must have two years of experience working with Microsoft Office Suite modules (i.e. Excel, Word, Teams, and Outlook).
• You must have three years of experience working with Adobe Acrobat.
• You must be able to work in Harrisburg, Dauphin County, Pennsylvania.
• You must be able to perform essential job functions.

Preferred Qualifications (not required):

• Two years of experience interpreting and implementing records management policies and/or procedures, preferably as an Agency Records Coordinator for a state agency
• Two years of experience working with agency and/or private organization records retention and disposition schedules and/or records file plans
• Two years of experience researching, interpreting, and drafting policies and procedures
• Two years of experience collaborating with and communicating to upper management-level staff and leadership

How to Apply:

Resumes, cover letters, and similar documents will not be reviewed, and the information contained therein will not be considered for the purposes of determining your eligibility for the position.

Information to support your eligibility for the position must be provided on the application (i.e., relevant, detailed experience/education).

If you are claiming education in your answers to the supplemental application questions, you must attach a copy of your college transcripts for your claim to be accepted toward meeting the minimum requirements. Unofficial transcripts are acceptable.

Your application must be submitted by the posting closing date. Late applications and other required materials will not be accepted.

Failure to comply with the above application requirements may eliminate you from consideration for this position.

Veterans:

• Pennsylvania law (51 Pa. C.S. §7103) provides employment preference for qualified veterans for appointment to many state and local government jobs. To learn more about employment preferences for veterans, go to www.pa.gov/agencies/employment/how-to-apply.html and click on Veterans.

Telecommunications Relay Service (TRS):

• 711 (hearing and speech disabilities or other individuals).

If you are contacted for an interview and need accommodations due to a disability, please discuss your request for accommodations with the interviewer in advance of your interview date.

The Commonwealth is an equal employment opportunity employer and is committed to a diverse workforce.

The Commonwealth values inclusion as we seek to recruit, develop, and retain the most qualified people to serve the citizens of Pennsylvania.

The Commonwealth does not discriminate on the basis of race, color, religious creed, ancestry, union membership, age, gender, sexual orientation, gender identity or expression, national origin, AIDS or HIV status, disability, or any other categories protected by applicable federal or state law.

All diverse candidates are encouraged to apply.