November 16, 2024

State of Idaho

Boise

FULL TIME

TECH RECORDS SPEC 2

Description

The Idaho State Historical Society has an opening for a full-time Technical Records Specialist II in the Idaho State Archives and State Records Center.
Applications will be accepted through 4:59 PM MST on the posting end date.
About Us
Be part of an organization that makes History every day! Join a highly motivated team in a fast-paced environment dedicated to inspiring, enriching and engaging all Idahoans by leading the state in preserving, sharing and using history and cultural resources relevant to today to inform and influence the future. The position is located in our headquarters on Old Penitentiary Road surrounded by the Old Idaho Penitentiary historic district with easy access to hiking and biking trails and the Boise River Greenbelt.
Summary
The Technical Records Specialist II will provide a high level of customer service to record managers and other record center customers and high-level support to the State Records Manager and record storage programs, promote services to the Idaho State Archives and State Records Center, while supporting the mission and values of ISHS.
Job Responsibilities
Technical

Serve as the initial point of contact to provide excellent customer service for statewide record managers and other record center customers, across 135 departments from 30 state agencies and 3 counties, to answer questions, provide technical assistance with the records management software and explain policies, rules and procedures.
Reconcile fees generated by service requests for the Records Center cost-recovery program to ensure invoice accuracy for monthly billing.
Implement in-depth knowledge of complex records management software to process Records Center services, compile, organize and review data for optimal government record ingestion, and monitor inventory tracking of the Records Center.
Carry out the intricate process of data imports and generate a multitude of detailed system reports.
Assist with state agency records management training programs.
Administer the Records Center CPIS Tag program.
Responsible for updating State Controller Office MOU/MOA database to ensure Agency compliance with House Bill 97.
Regularly use Microsoft Office programs and incorporate other typical office environment resources into daily responsibilities.

Records Management

Maintain the internal records that are created as part of the operational activities of the Records Center, such as delivery sheets, vehicle logs and service request documentation.
Preside over the physical records generated as inventory is processed in or out of the Records Center.
Ingest initial record transfers and process outgoing inventory, including the database management, inventory validation and internal recordkeeping required to complete the process, while verifying the compliance of the policies and procedures that govern the Records Center.
Contribute to the secure storage and efficient retrieval of confidential records.
Assist with inventory requests and daily deliveries, as needed.
Apply good knowledge of records management best practices in daily work.
Provide support to Agency public programs and outreach efforts as assigned.
Some weekend and/or evening hours will be scheduled.
Perform other duties as assigned.

Minimum Qualifications
Experience

Monitoring record systems to identify and correct errors-Typically gained by at least one (1) year experience (or more) monitoring records systems, identifying problems and correcting errors.
Interpreting, explaining, and applying laws, regulations, and complex policies for multiple or highly specialized programs- Typically gained by at least one (1) year experience which frequently required interpreting and applying a variety of difficult rules, regulations, or policies to determine compliance or eligibility and explaining decisions to others. Decisions are complex and can affect the social or economic well-being of others or will result in a service or action being denied.
Analyzing information and researching a variety of sources to identify and resolve problems or issues-Typically gained by at least one (1) year of experience performing extensive research and analysis of highly complex or technical material requiring in-depth program knowledge to determine if requirements were met and if they complied with established laws and/or policies. Research must have included contacting a variety of sources both inside and outside the organization to collect, obtain, and verify information and determine the appropriate course of action.
Dealing with individuals from varying cultural and socio-economic backgrounds in stressful situations- Typically gained by at least one (1) year of experience dealing with individuals from varying cultural and socioeconomic backgrounds in stressful situations which dealt with personal, sensitive, or confidential information such as eligibility requirements, health issues, or financial matters.
Entering and retrieving data using a computerized record system- Typically gained by at least one (1) year of experience in a work setting where you were required to enter and retrieve data in a database records system or other computer records system.
Composing and proofreading business correspondence-Typically gained by at least one (1) year of office experience which required composing and proofreading a variety of business documents on a regular basis; OR, I have successfully completed at least 1 college-level English composition or business English class AND I have 6 months of experience composing business documents.

MQ Specialties
Experience

Conducting sensitive fact-finding interviews- Typically gained by at least one (1) year of experience that required in-depth, one-on-one interviewing to elicit personal, financial, or medical facts of a sensitive nature. Types of qualifying experience would be background in credit collection, law enforcement, financial institutions, or social service programs or services.
Storing, retrieving and compiling information in a report format using database software- Typically gained by at least one (1) year of experience storing, retrieving, and compiling information in a report format using database software such as Microsoft Suite.
Using spreadsheet software- Typically gained by at least one (1) year of experience storing, retrieving, and compiling information in a report format using database software.

Some knowledge of

Data management- Typically gained through successful completion of a college level course equivalent to three semester hours; OR, through successful completion of a three-day course (approximately 20 hours) specific to data management; OR, through successful completion of three months' work experience performing data management activities such as database development, data collection, analysis, research and tracking, developing tables, queries, forms and reports.
Financial record keeping- Typically gained by successful completion of six (6) college credits covering financial record keeping methods OR one (1) year of professional work experience where primary duties involved financial record keeping that included reconciling, balancing, and proofing financial data.

Benefits
The State of Idaho offers a robust total compensation package, including medical, vision, and dental insurance; PERSI retirement benefits; paid sick, vacation, and parental leave; and 11 paid holidays per year. For additional information related to benefits and/or State programs, please visit https://dhr.idaho.gov/State Employees/Benefits.html.*
EEO/ADA/Veteran
The State of Idaho is committed to providing equal employment opportunities and prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, political affiliation or belief, sex, national origin, genetics, or any other status protected under applicable federal, state, or local laws.
The State of Idaho is committed to access and reasonable accommodation for individuals with disabilities, auxiliary aids and services are available upon request. If you require an accommodation at any step in our recruitment process, you are encouraged to contact (208) 334-2263 (TTY/TTD: 711), or email ada.coordinator@dhr.idaho.gov.

Preference may be given to veterans who qualify under state and federal laws and regulations.