Records Coordinator - Poarch Band of Creek Indians : Job Details

Job Announcement: HR2024:141Position Title: Records CoordinatorAdvertising: Tribal-WideImmediate Supervisor: Manager- Records ManagementDepartment Director: Division Director- Regulatory Affairs Department: Regulatory AffairsDivision: Regulatory AffairsEmployment Status: Non-ExemptPosition Type: Regular Full-TimeMandatory Reporter: NoBackground Check Required: Yes **Opening Date: Tuesday, November 5, 2024Closing Date: Tuesday, November 12, 2024 by 5:00 pmPreference shall be given in accordance with the Title 33 (Tribal Employment Rights) of the Tribal Code/DFWP.Overall Objectives of PositionThe Records Coordinator reports directly to the Manager-Records Management and is responsible for assisting in the management and processing of both paper and digital records within the Office of Archives and Records Management. This includes supporting both the Manager and other staff in maintaining efficient, secure, and organized records systems. The Records Coordinator is expected to perform all duties and responsibilities necessary to meet the goals and objectives of applicable programs, with an emphasis on continuous improvement and integration of records management programming.The Records Coordinator is expected to live the Purpose and Values of the Poarch Band of Creek Indians and will go beyond the call of duty.Primary Responsibilities of the Records Coordinator

• Aid the Manager - Records Management and team members in organizing, maintaining, and processing records, ensuring compliance with archival standards for both physical and digital documents.
• Collaborate with the Manager to identify and implement improvements in records management workflows, focusing on efficient, secure, and accessible handling of records.
• Assist in developing and implementing records management programs that integrate best practices for archival standards and modern technology.
• Coordinate and maintain the organizational structure for records, preserving records integrity and ensuring accurate file arrangement.
• Label records accurately and document provenance through detailed metadata.
• Conduct research on Creek records across various resources including files, databases, archival repositories, and online sources.
• Assist with Updating Record Retention Schedules.
• Performs other duties as assigned by appropriate person.

Day -to -Day Responsibilities

• Develop and maintain archival indexes, logs, and inventories to support effective tracking and accessibility of records.
• Produce PowerPoint presentations and other training materials on records management practices.
• Disseminate copies of Tribal records to internal departments, Tribal entities, and the public, ensuring secure and accurate distribution.
• Assist in establishing safeguards to prevent unauthorized removal or destruction of records.

Education/License/Certification and Experience Requirements

• Must have one of the following:
  • a. Associates Degree, or
  • b. High School Diploma, or equivalent, with a minimum of (1) year of employment experience in a coordinator position.
• Employment experience in Records Management preferred.
• Must possess and maintain First Aid/CPR certification or obtain within (90) days of employment.

Skills Required

• Absolute confidentiality.
• Must be in good physical condition with the ability to sit, stand, walk, kneel, crouch, stoop, squat, and twist for an extended period of time as well as climb, lift, hold, carry, and move objects weighing a minimum of fifty (50) pounds.
• Must be well organized and possess attention to details.
• Must be skilled and mature in making valid judgements; must possess demonstrated ability to establish workload priorities and balance diverse projects.
• Must be able to work well independently and to relate effectively with the public.
• Must be skilled in the operation of standard office machinery, including, but not limited to, a calculator, photocopier, printer, facsimile, scanner, and other similar equipment.
• Must have working knowledge of computers with the ability to work in a Windows environment with various software programs such as Word, Excel, PowerPoint, etc. Must successfully pass the required pre-employment computer skills exam.
• Must possess demonstrated proficiency in English, spelling, punctuation, and writing composition. Must successfully pass applicable knowledge, skills, and abilities exams.

Additional Requirements

• Ability to work odd and irregular hours, as needed.
• Must successfully pass the required criminal and character background check.
• Ability to travel and participate in required training, leadership development and other events.
• Ability to adequately and successfully perform all duties and responsibilities of this position.

Every applicant must complete an application provided by Human Resources. A resume will not be accepted in the place of an application. **Please note ALL individuals selected for employment are required to complete a background investigation. Individuals being placed in positions designed as child-sensitive or data-sensitive must successfully complete a background check prior to employment.INDIAN PREFERENCE, SPOUSAL PREFERENCE, OR FIRST GENERATION:In the event more than one applicant meets the requirements, as stated in a job description, preference shall be given in the following order: (1) Tribal Member (2) First Generation Descendant of a Tribal Member (3) Spouse of Tribal Member (4) Indian (5) Non-IndianIn the event that a position of employment is funded in whole or in part my any federal grant and/or contract or other public funding, preference shall be given in the following order: (1) Indian (2) Non-IndianIn order to receive preference, the appropriate documentation must be submitted.