Records Management Analyst II

24 Jun 2024 8:41 AM | Anonymous member

Job Class Code: 0393
Grade: 24
Salary: $50,190.40 – $67,641.60
Opening: June 18, 2024

Closing: July 7, 2024

 

Apply Now, we offer superior benefits (highlighted below) including: 13 paid holidays, 12 sick days and 3+ weeks vacation to start! 

Description:

The Department of the Secretary of State, Maine State Archives is seeking candidates for the position of Records Management Analyst II to lead the State’s Records Management program.  This leadership position is responsible for managing and developing record retention schedules and providing records management trainings to all state agencies. 

The Records Management Analyst II position leads the policies and activities of the Records Management division of the Maine state Archives, supervising four staff members. This position works closely with all state government agencies to identify and establish records retention schedules for proper management. The position also speaks before groups and provides professional training and workshops.

The Records Management Analyst II reports directly to the Archives Director and works closely with the Maine State Archivist as a member of the senior management team. The work schedule is Monday through Friday.

A typical day involves:

Specific responsibilities working with all State agencies to promote proper records management and encourage agencies to:

 

  • Inventory their records so that they know what they have in their agency.
  • Create retention schedules so they know how long to keep what they have and what to do with it once it has met its retention time.
  • Design file plans for individual offices so all employees know where records are, who is responsible for keeping the record copy and what are the retention schedules for all the records in their office are so that nothing is kept too long or destroyed too soon. 
  • Answer incoming requests (by phone or e-mail) from state and local agency employees, records officers, Department heads, local government clerks or other related records and records management.
  • Research specific record topics and retention schedule information which may or may not be covered by agency/local government schedules.
  • Develop training modules for Records Officers, state employees and develop informational and reference materials.
  • Conduct training for Records Officers, Assistants, employees, and others as requested.  As well as conduct agency-wide, office or individualized records management trainings as requested.

In order to be successful, you must have:

  • Knowledge of the theories, principles, and practices of public administration, organization, workflow, personnel management, and financial procedures.
  • Knowledge of data collection and interpretation methods and techniques.
  • Knowledge of the organizational and staffing structures in state agencies and departments.
  • Knowledge of human resources programs and services.
  • Knowledge of methods and techniques of analysis, work simplification, and forms and records control.
  • Knowledge of the methods and techniques of establishing work standards.
  • Knowledge of current developments in systems analysis and applications.
  • Knowledge of information management systems.
  • Ability to gather assemble, calculate, and analyze facts and draw valid conclusions.
  • Ability to analyze and interpret laws, rules, and regulations.
  • Ability to communicate effectively orally and in writing.
  • Ability to develop recommendations for the revision or repeal of laws, rules, regulations, policies, and procedures, and the implementation of new systems and organizations.
  • Ability to oversee, review, evaluate, and direct the work of others.

MINIMUM QUALIFICATIONS

  • Eight (8) years of education, training, and/or experience analyzing, evaluating, and/or developing improvements to organizational and/or managerial systems, programs, and practices. Preference will be given to candidates with demonstrated experience in records management.

For more information or questions, please contact: Jennifer Wilson or call (207) 624-9012.

Why join our team?

No matter where you work across Maine state government, you find employees who embody our state motto—"Dirigo" or "I lead"—as they provide essential services to Mainers every day. We believe in supporting our workforce's health and wellbeing with a valuable total compensation package, including:

  • Work-Life Fit – Rest is essential. Take time for yourself using 13 paid holidays12 days of sick leave, and 3+ weeks of vacation leave annually. Vacation leave accrual increases with years of service, and overtime-exempt employees receive personal leave.
  • Health Insurance Coverage – The State of Maine pays 85%-100% of employee-only premiums ($10,523.28-$12,380.40 annual value), depending on salary. Use this chart to find the premium costs for you and your family, including the percentage of dependent coverage paid by the State. 
  • Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($350.40 annual value).
  • Retirement Plan – The State of Maine contributes a percentage of pay to the Maine Public Employees Retirement System (MainePERS), on behalf of the employee.  

 

State employees are eligible for an extensive and highly competitive benefits package, covering many aspects of wellness. Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness.

 

Note: Benefits may vary somewhat according to specific collective bargaining agreements and are prorated for part-time employment.

 

There's a job and then there's purposeful, transformative work. Our aim is to create a workplace where you can learn, grow, and continuously refine your skills. Applicants demonstrate job requirements in differing ways, and we appreciate that many skills and backgrounds can make people successful in this role. 

As an Equal Opportunity employer, Maine State Government embraces a culture of respect and awareness. We are committed to creating a strong sense of belonging for all team members, and our process ensures an inclusive environment to applicants of all backgrounds including diverse race, color, sex, sexual orientation or gender identity, physical or mental disability, religion, age, ancestry, national origin, familial status or genetics. 

If you’re looking for a great next step, and want to feel good about what you do, we’d love to hear from you. Please note reasonable accommodations are provided to qualified individuals with disabilities upon request.

Thinking about applying?

Research shows that people from historically excluded communities tend to apply to jobs only when they check every box in the posting. If you’re currently reading this and hesitating to apply for that reason, we encourage you to go for it! Let us know how your lived experience and passion set you apart.


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Maine Archives and Museums

P.O. Box 95, Portland, Maine 04112

info@mainemuseums.org 


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