RECORDS MANAGEMENT COORDINATOR - 77565

Executive Service

How you make a difference in this role:

As the Records Management Coordinator, you will oversee all real estate records. You will act as a resource for technical and procedural records inquiries related to the States records management program. Duties include analyzing records management systems, security, and access controls within our organization. You will identify areas for improvement and recommend policy changes, exercising independent judgment and making decisions with minimal guidance. Collaboration is key as you work with diverse teams, perform consultative work and build consensus to achieve mutual goals. Clear and concise oral and written communication will be critical to success in this role. You should excel in planning, organizing, and prioritizing tasks independently while effectively leading presentations and meetings. Establishing and maintaining harmonious working relationships with colleagues, customers, and stakeholders will also be essential to success in this position.

This position reports to the Policy Manager. The position has a hybrid work schedule with varying days in-office, remote work, and in the field. The State of Tennessee offers competitive benefits including hybrid and flexible remote work schedules; health, dental, vision, and life insurance; tuition assistance; retirement plans; employee discounts for personal purchases; free downtown parking; generous sick and annual leave; and State holidays. More information regarding benefits can be found at www.tn.gov/hr/employees1/benefits.html.

Key Responsibilities:

• Plan and coordinate the development and implementation of a uniform records management system, including document retrieval and archiving.
• Manage the storage, retention, and disposal of agency records.
• Collaborate with division leaders on the creation, revision, retirement, and promulgation of Records Disposition Authorizations (RDAs).
• Support risk management processes, procedures, and data security requirements to ensure compliance with state and federal regulations.
• Respond to records management inquiries and provide policy and procedural guidance.
• Process public records requests and prepare responses for distribution.
• Develop and lead training on records management programs and procedures.
• Collaborate with internal and external partners to monitor off-site records maintenance, storage, retrieval, and destruction.
• Collect and prepare records management reports.

Minimum Qualifications:

• Bachelor's degree and two years of experience in business management, public administration, or a closely related field.
• Four years of relevant experience may be substituted for the degree requirement.
• Ability to perform essential physical tasks

Preferred but not required:

• Specialized training in records management is preferred.
• Basic knowledge of real estate documents, including land, lease, construction, and architecture.
• Four years of professional-level experience in business operations, project management, or public administration is desired.
  

Pursuant to the State of Tennessee's Workplace Discrimination and Harassment policy, the State is firmly committed to the principle of fair and equal employment opportunities for its citizens and strives to protect the rights and opportunities of all people to seek, obtain, and hold employment without being subjected to illegal discrimination and harassment in the workplace. It is the State's policy to provide an environment free of discrimination and harassment of an individual because of that person's race, color, national origin, age (40 and over), sex, pregnancy, religion, creed, disability, veteran's status or any other category protected by state and/or federal civil rights laws.