SUPPORT SERVICES SPECIALIST

Records Management Specialist

DUTIES AND RESPONSIBILITIES: 1. Records Management-Supports official records and information management programs and initiatives. Controls, organizes, guides, and trains the force to achieve Activity information resource goals and objectives. Implements records management objectives and goals, policies, and requirements to accomplish tasks. Executes various higher headquarters directives. Conducts studies, resolves problems, and provides advice and assistance to Activity organizations for both automated and manual record-keeping systems. a. Implements records management with directorates and units within the installation and/or state. Coordinates with subject matter authorities/experts and records coordinators to ensure process is fully integrated with the organization's records management program. Acts as a Records Manager for the agency's automated archive records management system, with organization-wide responsibility for ensuring the creation and preservation of official mission records throughout the installation and/or state. Reviews and approves agency file plans for installation and/or state, ensuring compliance with and enforcement of National Archives and Records Administration (NARA), Dept. of Defense (DOD), and Dept. of Army (DA) policies and rules governing management information requirements under the Army records management system. b. Conducts and/or facilitates specialized training sessions and briefings on records/information management. Provides technical assistance to staff elements, units and activities with regard to establishment and operation of records systems. Executes initial training for newly appointed records coordinators and annual refresher training thereafter. Executes training programs covering the military correspondence preparation and management. Performs records management studies or surveys as needed. Gathers and compiles information and statistical data in assigned special projects. c. Freedom of Information Act / Privacy Act Program Management. Serves as the installation and/or state Privacy Act Officer and FOIA Officer. Develops policies and procedures necessary for the effective administration of the Freedom of Information/Privacy Act (FOIA/PA) Program. Ensures compliance with state and federal laws. Coordinates FOIA/PA requests with the installation and/or state Judge Advocate General (JAG) for a legal determination regarding releasable information. 2. Executes plans, policies, and objectives for automated records management program administration. Recommends updates to policies and procedures to ensure compliance with established/approved/implemented directives. Provides technical advice to management on maintenance and disposition of records. Establishes necessary operating procedures to effectively control records created within the organization. a. Identifies areas of improvement based on policy issuance, higher-level directives, and new initiatives. Controls and disseminates key documents, ensuring changes/current revision status of documents are identified. Coordinates with proponents to establish schedules for review, notifying directorates and archiving rescinded documents according to relevant policy and resolving all problems/issues related to records and information management within the Activity and in support of higher HQs. Develops recommendations for improving these records systems. b. Conducts studies of installation and/or state to validate essential business operations processes performed, with a specific focus on information technology (IT) solutions and applications relative to electronic records management. Interfaces with personnel within the same organization, local users, NGB, other agencies, and vendors in resolution of problems, recommendation of database application changes and system upgrading or enhancements. Provides interpretations of limited and/or conflicting regulations and guidance concerning database management and coordinates with appropriate personnel concerning the resolution of problem areas encountered. 3. PRINTING AND PUBLICATIONS MANAGEMENT: Serves as an Assistant Printing and Publications Control Officer, responsible for providing guidance and input in order to carry out the provisions of the installation and/or state Publishing and Printing Program. a. Assists in leading the installation and/or state Printing and Reproduction Program and/or Facility. Assists in the management of an electronic publishing facility as required. Serves as a point of contact for office and units who must meet printing and publishing requirements through outside agencies. Implements state-wide policy for print management. Provides input for budget estimates for printing operations.

Department of the Army