Address
Form of work
SalaryJob Posting Title
Records Management Specialist Agency
292 DEPT. OF ENVIRONMENTAL QUALITY Supervisory Organization
Environmental Quality–Support Services Job Posting End Date (Continuous if Blank)
Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.
Estimated Appointment End Date (Continuous if Blank)
Full/Part-Time
Full time Job Type
Regular Compensation
Hiring Rate:$51,521.60
Job Description
This position is located in Administrative Services Division - Records Management Section in Oklahoma City.
All applicants must be able to pass a background check and must be able to legally work within the United States. DEQ does not allow sponsorships.
Application Requirements:
All applicants must upload a resume and transcript, if applicable to be considered for this position.
Basic Purpose
The Records Management Specialist is responsible for, retrieving, redacting, fulfilling internal and external requests, organizing, and conducting reviews of agency records to ensure compliance with established state statues, federal regulations, administrative rules, agency policies and procedures. This is to fulfill our requirements for the agency and Open Records Requests.
Typical Functions
- Review and analyze records request applications for applicant eligibility, accuracy, consistency, and completeness of submitted information in accordance to established guidelines for identification, legal documents, and payment to prevent fraud, identity theft and the inappropriate release of confidential information.
- Analyze information, respond to questions, and resolve problems presented by customers or divisions to determine the nature of the request and provide a reasonable solution.
- Assist in the development and deployment of online-training, webinars, and in-person training.
- Participate in user acceptance testing to help find issues when new processes are implemented.
- Provide written and oral responses to inquiries concerning requests for records.
- Ensures records reviewed for Open Records Requests internally and externally are delivered timely and accurately.
- Follows the standards for operating procedures.
- Attends training both in person and online when necessary.
- Conducts reviews of records to ensure the security and confidentiality of records.
- Be able to use high speed/high volume scanning systems for both paper and electronic documents.
- Be able to use plotter for large sized documents and upload them into the document management system.
- Be able to use the document management system to index, pull documents, analyze information, and maintain document batch processing.
- Ability to prioritize work.
- Ability to multitask.
- Ability to follow written, video, and verbal directions.
- Ability to train others when needed.
- Ability to make decisions related to records and correct action to take.
Travel Requirements
Some travel, conferences, and training if not available remotely.
Education and Experience
A bachelor’s degree and one year of experience in medical and administrative Records Management in a health care facility or agency; or an equivalent combination of education and experience. ## Note: Experience as a ward clerk or any other position assigned “charting” duties will not be considered as qualifying.
Preference (These cannot eliminate a candidate)
- Experience with OnBase is a plus.
- Understanding of the Oklahoma Open Records Act.
- Understanding of Oklahoma Records Statutes.
Physical Requirements
Employees must be capable of lifting, carrying, and moving objects of up to 25 pounds.
Special Requirements
Knowledge, Skills, and Abilities required include knowledge of the methods of records and document management systems. Skills and Competencies- excellent verbal and written communication, and decision-making skills. Computer Skills – Employee must be capable of proficiently using standard software (Microsoft Office - Word, Outlook, Excel, Sharepoint and Teams), the Internet.
Benefits
- Generous leave including 15 days of vacation, 15 days of sick leave and 11 paid holidays annually.
- A comprehensive Benefit Packagewith a generousbenefit allowanceto offset the cost of insurance premiums for employees and their eligible dependents.
Not all applicants will receive an interview. If you are selected to be interviewed, you will be notified by email.
Equal Opportunity Employment
The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.
Current State of Oklahoma employees must apply for open positions through their Workday account. Go to Careers app on WD home screen>Click on 'Find Jobs-Internal State of Oklahoma'.
