Records Management Associate

Work for Indiana Begin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering a range of opportunities across 60+ agencies. At the state, you'll find competitive compensation, a robust benefits package and a commitment to work-life balance. Most importantly, you'll have the chance to make a real and measurable impact on the lives of Hoosiers across Indiana.

About the Department of Child Services: Join a group of passionate, dedicated public servants to support one of Indiana’s most critical missions! The Department of Child Services helps children who are victims of abuse or neglect and strengthens families through services that focus on family support and preservation. We pursue permanency for children and families through reunification, guardianship, and adoption.

Our services also encompass foster care, child support, and transitional support for those adjusting to adulthood. Our culture is built upon our *MVP*foundation: *Mission*: Champion Indiana’s future by protecting children and strengthening families with compassion and determination. *Vision*: Every child in Indiana thrives in a safe, loving, forever home. *Purpose*: Ignite hope. Cultivate joy.

Role Overview: The Records Management Associate ensures accurate, timely, and compliant handling of records and documents. You will organize, maintain, and track physical and electronic records throughout their lifecycles. The Records Management Associate helps uphold agency standards for confidentiality, retention, and accessibility while providing reliable support to staff who depend on well‑managed information to serve children and families.

This position requires strong attention to detail, consistency in following procedures, and the ability to work efficiently in a fast‑paced, service‑oriented environment.

Key responsibilities include: Indexing and filing records. Processing requests for information. Coordinating secure storage and retrieval.

Supporting retention and destruction workflows in line with state policies. This is a fully onsite position in the central DCS offices at the Indiana Government Center in Indianapolis, IN. Salary: The salary for this position traditionally starts at $37,648.00 but may be commensurate with education or work experience.

Use our

Compensation Calculator to view the total compensation package. A Day in the Life: Responsibilities include: Determine significance of records and drafts retention schedule. Develop system to organize records according to appropriate record retention schedules.

Designate records for disposal and verify legality of disposal and records information on database. Design database to utilize records as a cross reference or for reference use by more than one agency. Answer questions concerning matching of records series with corresponding retention schedule.

Perform advanced forms analysis and specification writing. Resolve form problems in regard to specification or other specific agency requirements. Complete reports stating number of forms designed, deleted, revised or reprinted.

Direct and coordinate the work of lower-level analysts and train subordinates in methods and procedures of records management and forms design and analysis. Coordinate information systems collection and retrieval. Coordinate preparation of printed materials and/or retention and deletion of state forms The job profile is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee.

Other duties, responsibilities, and activities may change or be assigned at any time. What You'll Need for Success: Individuals in this role should minimally be able to articulate or demonstrate the following: Specialized knowledge of specific agency functions needed to assist agencies with records management and to develop appropriate forms. Specialized knowledge of information systems organization principles, including systems analysis techniques and information management process: from forms development, through agency use and retention to final disposition of records.

Specialized knowledge of principles and techniques of retention scheduling. Specialized knowledge of forms analysis and design, printing methods, techniques and practices used to develop cost effective and practical forms applicable to retention and storage. Specialized knowledge of research methods and laws governing use, storage and retrieval of public records and ability to compile history of agency records management responsibilities and actions.

Ability to communicate effectively, especially in drafting accurate, complete and concise descriptions for retention schedules. Ability to analyze flow of records-purpose and length of required retention to determine most efficient and cost-effective system of information management. Ability to apply random information to principles of systems organization and records retention.

Ability to train and coordinate work of lower-level analysts. Ability to perform essential functions with or without reasonable accomodations. A degree is not required.

Supervisory Responsibilities/Direct Reports: This role may be utilized in a supervisory capacity based on agency needs.