Idaho Staffing
Technical Records Specialist II
The Technical Records Specialist II will provide a high level of program support to the Idaho State Archives and State Records Center programs, promote services and support management of the government records programs, while supporting the mission and values of ISHS. Job Responsibilities
Archival Support: Assist with record transfers and records maintenance using the Versatile database including inventory validation and internal recordkeeping processes Implement records management and preservation strategies for storing historically significant records using archival best practices Compile, organize and review data, and monitor inventory tracking processes for accurate record ingestion Support the management of internal records that are created as part of the operational needs of the archives, such as requests logs and intake documentation Apply best practices for archival and records management to daily work Records Center Support: Serve as a contact for State Record Center customers to answer questions, provide technical assistance with the records management software and explain policies, rules and procedures Provide backup support for monthly billing reconciliation of fees generated by service requests at the State Records Center Fulfill inventory requests and deliveries, as needed Assist with state agency records management training programs Contribute to the secure storage and efficient retrieval of confidential records Customer Support: Fulfill customer requests at the Idaho State Archives and State Records Center Routinely assist with inventory requests including delivering, retrieving and shelving historic records Serve as the back-up to other staff including reading room and record center responsibilities Provide guidance to city, county and state government in archival procedures and security of confidential records Other Responsibilities: Provide support to Agency public programs and outreach efforts as assigned Some weekend and/or evening hours may 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. 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. Abilities: Able to manage and prioritize numerous, concurrent projects Able to interact professionally and effectively with a wide variety of personalities within and outside the agency Deliver high quantity of error-free work in a complex, changing environment Strong ability working with Word, Excel and Outlook Must have a valid driver's license. This position requires repetitively lifting boxes weighing 40-60 pounds, climbing step ladders while lifting boxes, pick-up and delivery of records boxes, moving records boxes with hand trucks and pallet jacks, driving utility vans and cargo vehicles up to 16 feet in length. 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.
The Technical Records Specialist II will provide a high level of program support to the Idaho State Archives and State Records Center programs, promote services and support management of the government records programs, while supporting the mission and values of ISHS. Job Responsibilities
Archival Support: Assist with record transfers and records maintenance using the Versatile database including inventory validation and internal recordkeeping processes Implement records management and preservation strategies for storing historically significant records using archival best practices Compile, organize and review data, and monitor inventory tracking processes for accurate record ingestion Support the management of internal records that are created as part of the operational needs of the archives, such as requests logs and intake documentation Apply best practices for archival and records management to daily work Records Center Support: Serve as a contact for State Record Center customers to answer questions, provide technical assistance with the records management software and explain policies, rules and procedures Provide backup support for monthly billing reconciliation of fees generated by service requests at the State Records Center Fulfill inventory requests and deliveries, as needed Assist with state agency records management training programs Contribute to the secure storage and efficient retrieval of confidential records Customer Support: Fulfill customer requests at the Idaho State Archives and State Records Center Routinely assist with inventory requests including delivering, retrieving and shelving historic records Serve as the back-up to other staff including reading room and record center responsibilities Provide guidance to city, county and state government in archival procedures and security of confidential records Other Responsibilities: Provide support to Agency public programs and outreach efforts as assigned Some weekend and/or evening hours may 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. 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. Abilities: Able to manage and prioritize numerous, concurrent projects Able to interact professionally and effectively with a wide variety of personalities within and outside the agency Deliver high quantity of error-free work in a complex, changing environment Strong ability working with Word, Excel and Outlook Must have a valid driver's license. This position requires repetitively lifting boxes weighing 40-60 pounds, climbing step ladders while lifting boxes, pick-up and delivery of records boxes, moving records boxes with hand trucks and pallet jacks, driving utility vans and cargo vehicles up to 16 feet in length. 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.