RECORDS COORDINATOR

Records Coordinator

The mission of the Department of Corrections is to be a public safety resource for Arkansas families by providing professional management solutions and evidence-based rehabilitative initiatives for offenders. All DOC positions are designated as Safety Sensitive Positions and are subject to random drug testing pursuant to the Secretarial Directive governing Personnel Drug Testing. Medical marijuana usage, as defined in Amendment 93 of the Arkansas Constitution, prohibits Personnel in a Safety-Sensitive Position from the use of medical marijuana even if they are qualifying patient under the amendment and/or hold a registry identification card. Department Personnel are prohibited from the use or possession of a medicinal marijuana card pursuant to this policy and state law.

Position Information Job Series: Administrative Support Classification: Records Coordinator – Career Path Class Code: PAS14P Pay Grade: SGS05 Salary Range: $47,397 - $70,148

Job Summary The Records Coordinator is responsible for managing, organizing, and overseeing the accurate maintenance and retrieval of records within a department. This role requires a deep understanding of records management, strong organizational skills, and the ability to comply with state and federal regulations regarding record retention and access.

Primary Responsibilities Develop, implement, and maintain a comprehensive records management system, ensuring that both physical and electronic records are organized, categorized, and securely stored. Ensure records are retained according to the state's retention schedule, maintaining proper documentation for each record's lifecycle (creation, usage, storage, and destruction). Conduct periodic audits to ensure the accuracy and completeness of records and verify compliance with state laws and agency policies. Classify and index records in a manner that allows for easy retrieval, ensuring that staff and other stakeholders can access records efficiently and securely. Ensure records are accessible for audits, inspections, legal requests, or information retrieval in a timely and efficient manner. Respond to internal and external requests for records, providing assistance in retrieving and distributing requested materials in accordance with relevant policies. Maintain confidentiality and security in managing sensitive information, ensuring appropriate access and use of records. Oversee the proper archiving of records that are no longer actively used but must be kept for historical, legal, or regulatory purposes.

Knowledge and Skills Capacity to develop and implement effective filing and indexing systems that facilitate fast retrieval of records. Attention to detail to ensure the accuracy and completeness of records. Ability to review and assess records for compliance, categorization, and secure storage. Ability to handle sensitive and confidential information with discretion and integrity. Knowledgeable of records management software, document management systems, and general office software (such as Microsoft Office Suite). Familiarity with both physical and electronic records management technologies, including archiving solutions and digital file systems.

Minimum Qualifications Demonstrated experience of administrative support or records-keeping activities, or completion of relevant coursework. Satisfaction of the minimum qualifications, including years of experience and service, does not entitle employees to automatic progression within the job series. Promotion to the next classification level is at the discretion of the department and the Office of Personnel Management, taking into consideration the employee's demonstrated skills, competencies, performance, workload responsibilities, and organizational needs. Licensure/Certifications N/A OTHER JOB RELATED EDUCATION AND/OR EXPERIENCE MAY BE SUBSTITUTED FOR ALL OR PART OF THESE BASIC REQUIREMENTS, EXCEPT FOR CERTIFICATION OR LICENSURE REQUIREMENTS, UPON APPROVAL OF THE QUALIFICATIONS REVIEW COMMITTEE. The State of Arkansas is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, pregnancy, age, disability, citizenship, national origin, genetic information, military or veteran status, or any other status or characteristic protected by law.