State Records Management Liaison

About the Indiana Archives & Records Administration (IARA):

The Indiana Archives and Records Administration assists State and local governments in the cost-effective, efficient, and secure management of governmental records by providing services throughout the life cycle of records, including creation, use, inventory scheduling, storage, and disposition.

Role Overview:

The State Records Management Liaison supports statewide records management in the areas of record scheduling, user education, relationship building, and consultation. You will work with the Records and Information Management team to:

• Act as a liaison between IARA and State government agencies by providing excellent customer service, communication, training, and support
• Work closely with the County/Local Records Management and Electronic Records Programs
• Work with the State Archives and Records Center divisions
• Coordinate and oversee the revision, creation, and deactivation of State government agency retention schedules
• Provide records management support to State government agencies by answering questions, providing training, meeting with agencies, and relationship building.
• Assist in the development of and maintain a robust and adaptive training program for State records managers
• Develop and disseminate records management guidance and documentation
• Assist in the development of records management policies and procedures
• Understand and interpret federal and state laws as they apply to records management
• Suggest changes, updates, and improvements to the State Records Management program as you identify needs.

We realize there are great candidates who won't check all these boxes, but have important skills that we haven't considered. If that is you, don't hesitate to apply and tell us about yourself.

This is an onsite role that requires office hours at the Archives and Records Administration at the Indiana Government Center in Indianapolis, Indiana.

A Day in the Life:

Responsibilities include:

• Establish program objectives, KPIs, and actions to achieve them.
• Develop, update, and monitor all policies and procedures related to the program area.
• Interpret and explain policies, rules, regulations, or laws to leadership or customers.
• Implement corrective action plans to solve program problems.
• Analyze, prepare, and disseminate monthly and annual program reports.
• Review budget and make budgetary recommendations to improve the program area finances.
• Ensure program requirements meet federal and state policies and grants compliance.
• Assist in the development and train employees or agency consultants on program requirements and usage.
• Coordinator and deliver communication plans and communications.
• Serve as a liaison between agency and other state and federal agencies.
• Serve on management committees or other governing boards.
• Recruit, select, onboard, and train employees to ensure role responsibilities and expectations are clearly understood while providing opportunities to continue professional development.
• Set expectations, measure progress, provide ongoing feedback, and evaluate the performance of employees. Ensure work adheres to quality standards, deadlines, and proper procedures.

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.

This position is exempt from overtime compensation for additional work hours that may be required to complete essential functions or other assigned work. Exempt employees may work more than 75 hours in a pay period without additional compensation and must report a minimum of 75 hours per pay period of work hours and/or paid leave taken to receive their base biweekly salary.

What You'll Need for Success:

Individuals in this role should minimally be able to articulate or demonstrate the following:

• Specialized knowledge in program subject matter obtained through experience and/or education.
• Specialized knowledge of program area including pertinent rules and regulations.
• Extensive knowledge of all source materials and references including federal and state laws governing the programs.
• Ability to develop and implement new principles and policies and discern any far-reaching implications.
• Ability to communicate orally and in writing.
• The ability to apply general rules to specific problems to produce answers that make sense.
• Ability to work effectively with a wide variety of stakeholders.
• Working knowledge of accounting and budget principles.
• Ability to delegate work, set clear direction, and manage workflow.
• Ability to effectively give feedback, provide guidance or corrective action, coach, and develop employee skillsets.
• Ability to perform essential functions with or without reasonable accommodation.

A degree is not required. However, at least 7+ years of experience applying the outlined knowledge, skills, and abilities in a similar role may be considered.

Supervisory Responsibilities/Direct Reports:

This role may be utilized in a supervisory capacity based on agency needs.