Records Management Specialist Jobs in AugustaME at Public Consulting Group
Title: Records Management Specialist
Company: Public Consulting Group
Public Consulting Group LLC (PCG) is a leading public sector solutions implementation and operations improvement firm that partners with health, education, technology, and human services agencies to improve lives. Founded in 1986 and headquartered in Boston, Massachusetts, PCG employs approximately 2,000 professionals worldwide—all committed to delivering solutions that change lives for the better. The firm has extensive experience in all 50 states, Canada, and a growing practice in Europe. PCG offers clients a multidisciplinary approach to meet challenges, pursue opportunities, and serve constituents across the public sector. To learn more, visit www.publicconsultinggroup.com.
Staffing Solutions Organization LLC (SSO), a wholly owned subsidiary of Public Consulting Group, is focused on delighting clients with world-class managed staffing and talent consulting services. SSO is committed to a diverse workforce, which is a reflection of our clients and the people they serve
Records Management Specialist – Office of Child & Family Services in Winthrop, ME
The Department of Health and Human Services (DHHS) is dedicated to promoting health, safety, resilience, and opportunity for Maine people. The Department provides health and social services to approximately a third of the State’s population, including children, families, older Mainers, and individuals with disabilities, mental illness, and substance use disorders. The Department also promotes public health, operates two state psychiatric hospitals, and provides oversight to health care providers. The Office of Child and Family Services (OCFS), within DHHS is responsible for ensuring the safety, permanency and well-being of children and families through community networks, local resources, and life-long family connections throughout Maine. We have a current vacancy in our Records Center in Winthrop.
The purpose of this role is to assist OCFS in completing its mandate to fulfill records requests and record retention requirements by completing advanced office and administrative work providing support to the coordination, implementation, and oversight of the records currently held at OCFS’ Records Management Center (RMC). This position is the lead to catalogue and manage boxes of records that may need to be transferred to/from the Archives/State Record Center (SRC). In addition, this position must manage boxes that are continuously sent from the OCFS’ central and district offices across the state. The OCFS Records Management Specialist also aids staff from the OCFS Background Check Unit and staff throughout its district offices in locating and submitting records for retention relevant to OCFS programs.
Duties may include but are not limited to:
Developing a familiarity with OCFS’ policies and record-keeping regarding child welfare procedures, to include understanding OCFS retention schedules for all OCFS Records
Maintaining a centralized database of boxes with thousands of records, including performing regular quality improvement checks for errors and incorrect data
Conducting quality audits regarding physical records contained at the OCFS RMC to identify misfiled records and/or personally identifying data to upload to database.
Responding to confidential, time-sensitive requests for records from OCFS staff.
Managing intake of records sent to the OCFS RMC from district offices, including arranging pickup and delivery, inventorying records received, assigning location number to records, providing full inventory and location numbers to the district office, and uploading that data into the database.
Guiding district office staff regarding delivery of records to the SRC, including adherence to SRC procedures for record organization and transmittal sheets, as well as approving SRC transmittals.
Training OCFS staff regarding record retention processes and procedures to request records from the OCFS RMC and SRC.
Collaborating with SRC staff regarding retention procedures, access to SRC records for OCFS staff, and updates to DHHS retention policies. This includes maintaining updated list of OCFS Records Management Team Members.
Supporting OCFS Records Officer with any special projects and/or policy updates.
Overseeing conditions at the OCFS Records Management Center, including notifying others regarding facility and storage issues and needs.
To perform these duties, you must have strong interpersonal, organizational, and computer skills. You will need to be able to work independently, as well as effectively with your records team members and have a strong focus on providing exceptional customer service. You will need to be comfortable in a warehouse environment that is subject to temperature fluctuations.
To qualify, your background must include training, education, or experience in administrative support work (records management preferred) that demonstrates 1) competency in applying a proficient knowledge of modern office practices to perform advanced administrative support tasks at the statewide level that are broad in scope or functionally diverse; and 2) the ability to use independent judgment, initiative, and decision making on complex administrative matters.
Other specific qualifications include: Records management experience; Keyboard sixty-plus (60+) words per minute; attention to detail; exceptional organizational skills; intermediate knowledge of MS Excel; intermediate knowledge of MS Word; intermediate knowledge of printing, copying, scanning; basic knowledge of databases; experience dealing with confidential/sensitive information; ability to move/lift forty-pound (40lb) boxes and utilize a pallet jack; ability to train others regarding policies/procedures.
Preference will be extended to candidates possessing the following skills/experience:
1. Prior experience working for Maine DHHS.
2. Prior experience working with the Maine Automated Child Welfare Information System (MACWIS).
3. Prior records management experience related to confidential documents.
Please include a cover letter addressing the following areas:
1. Records management experience.
2. Expertise in working with confidential/sensitive information.
3. Intermediate skills with Microsoft Word, Excel, Outlook, and Teams.
4. Strong data entry skills and exceptional attention to detail.
5. Experience working independently with minimal supervision.
Resource works up to forty (40) hours per week, Monday through Friday 8am-5pm; opportunity for some of the work to be performed remotely.
Public Consulting Group is an Equal Opportunity Employer dedicated to celebrating diversity and intentionally creating a culture of inclusion. We believe that we work best when our employees feel empowered and accepted, and that starts by honoring each of our unique life experiences. At PCG, all aspects of employment regarding recruitment, hiring, training, promotion, compensation, benefits, transfers, layoffs, return from layoff, company-sponsored training, education, and social and recreational programs are based on merit, business needs, job requirements, and individual qualifications. We do not discriminate on the basis of race, color, religion or belief, national, social, or ethnic origin, sex, gender identity and/or expression, age, physical, mental, or sensory disability, sexual orientation, marital, civil union, or domestic partnership status, past or present military service, citizenship status, family medical history or genetic information, family or parental status, or any other status protected under federal, state, or local law. PCG will not tolerate discrimination or harassment based on any of these characteristics. PCG believes in health, equality, and prosperity for everyone so we can succeed in changing the ways the public sector, including health, education, technology and human services industries, work.