Records Management Officer

Salary: $39,153.00 – $48,942.00 Annually

Location: On Campus

Job Type: Civil Service

Job Number: 2600345

Department: Records Management-SIUC

Closing Date: 7/28/2026 11:59 PM Central

FLSA: Non-Exempt

FTE: 1.0

Description

Records Management is responsible for the acquisition, evaluation, processing, control, microfilming, conservation/preservation, maintenance, security, ethical use, retention, and disposition of documents related to SIU Carbondale. Because many of these activities are governed by Illinois State Law, the Records Management Officer (RMO) will need to develop a thorough understanding of relevant laws, regulations, and policies. The successful candidate will work with patrons and external agencies; manage and implement complex, technical work processes; supervise one staff member and up to 12 student employees; and assume responsibility for one or more functional areas within Records Management. The RMO must exercise initiative, judgment, and tact, maintaining precision and attention to detail in a distracting and potentially hazardous environment. The RMO must provide prompt, accurate service; communicate clearly and confidently; and adapt quickly to changing environments and technology. The RMO must be able to work without close supervision, to supervise others, and to negotiate with sometimes difficult patrons and organizations, both internal and external. The RMO must ensure the safe operation of heavy equipment, including a forklift, a platform ladder, and an industrial shredder.

Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

Examples of Duties

Records Management, a unit within Library Affairs, is responsible for the acquisition, evaluation, processing, control, microfilming, conservation/preservation, maintenance, security, ethical use, retention, and disposition of documents related to SIU Carbondale. These documents include governance, planning, financial, personnel, medical, legal, academic, and operational records, among others. The unit also assists with the work of Morris Library, especially with regard to print serials, circulation, and interlibrary loan.

The Records Management Officer will report to the Program Director for Records Management and assist in all areas of planning, management, and operations. The successful candidate will work with administrative/academic departments and external agencies; manage and implement complex, technical work processes; supervise one staff member and up to 12 student employees; and assume responsibility for one or more functional areas within Records Management. The primary work location for this full-time Civil Service position is the Records Management center at 1835 University Press Drive, about two miles from the main campus of SIU Carbondale.

MANAGEMENT AND PLANNING
* With the Director, evaluates Records Management policies and procedures. Provides expertise and advice related to micrographics, record maintenance and disposition, workflow, and planning.
* Develops and maintains knowledge of the laws, regulations, policies, processes, and agencies that govern the management, retention, and disposition of records in the U.S., in the State of Illinois, and at SIU Carbondale.
* Implements policies and ensures compliance-in particular, compliance with complex and legally binding retention schedules.

SUPERVISION
* Supervises a Civil Service employee (when the unit is fully staffed) and up to 12 student employees, with responsibility for training, workflow management, assignment of duties and tasks, scheduling, problem-solving, review of work, and staff evaluation.
* With the Director, coordinates and oversees the daily activities of the Records Management staff-in particular, those involved with microfilm and Electronic Document Management (EDM) production and processing, and with the processing, storage, retrieval, and disposal of records.
* Trains staff in records management techniques, including the use of specialized computer, micrographic, and shredding equipment. Maintains staff effectiveness and ensures operational cost-effectiveness.
* Develops, edits, and revises procedural documents, manuals, and forms.
* Participates in organizational development, succession planning, hiring, and related activities.

PHYSICAL PROCESSING, FORMAT CONVERSION, CONSERVATION AND PRESERVATION
* Reviews incoming materials to determine their disposition (e.g., process immediately, hold, wait for receipt of other materials), records retention requirements, retention period, confidentiality/access requirements, special public service requirements, need for reformatting (e.g., microfilming or creation of digital files), need for conservation treatment, storage location, special storage needs, and eventual disposal plan.
* Coordinates many of the activities needed to implement these decisions. With the Director, manages the intake, processing, storage, retrieval, and disposal of records.
* With the Director, responsible for microfilming operations and Electronic Document Management (EDM) production and processing.
* Trains staff in scanning, microfilming, format conversion, and creation of digital files. Handles problems, irregularities, and special needs that arise in the course of this work.
* Assesses conservation/preservation needs for both incoming materials and materials already added to the collection.
* Undertakes and supervises conservation/preservation activities.
* With the Director, ensures the effective and cost-effective use and arrangement of space, shelving, boxes, and equipment within the Records Management facilities (one multi-purpose facility and one warehouse).
* Helps maintain an environment that is safe and secure. Works to minimize the risk of damage or loss, and to uphold the access/confidentiality restrictions that govern the use and disposition of sensitive records.

BIBLIOGRAPHIC CONTROL
* Creates and edits finding aids and bibliographic/database records for incoming materials and for materials already added to the collection.
* Helps ensure that collections and individual records are readily discoverable and retrievable.
* Helps maintains the integrity of information related to the provenance, accessioning, processing, use, and disposition of documents.
* Works with external agencies and external information sources to learn more about particular records/collections and to facilitate their processing.
* With the Director, works to maintain and improve bibliographic control and records management workflow. Evaluates procedures and recommends changes, as appropriate.
* With the Director, helps manage and maintain the systems, hardware, and software that support records management activities. Participates in upgrade/improvement projects and tasks.

SERVICES TO SIU ADMINISTRATIVE/ACADEMIC DEPARTMENTS AND PATRONS
* Assesses departments’ information needs. Uses catalogs, databases, and other tools to identify appropriate information resources (documents, collections, agencies, etc.). Consults with external agencies, necessary.
* Works with State of Illinois agencies and other organizations to ensure compliance with applicable laws, regulations, and policies.
* Provides information resources in response to requests.
* Copies and reformats documents and files, as necessary, to facilitate use and to meet departments’ needs.
* Helps departments locate relevant resources held by external agencies, as necessary.
* Processes interlibrary loan requests and deals with any problems or irregularities that arise.
* Provides guidance and instruction regarding information resources (source, file format, reliability, authority, etc.) and information use (regulatory restrictions, confidentiality, etc.).
* With the Director, consults with record-generating departments to help them understand Records Management operations, capabilities, requirements, and constraints. Provides technical expertise related to records, development, inventory management, and disposition.
* Facilitates remote access to digital records, within the legal and policy constraints that govern the use of particular types of documents.

GENERAL ADMINISTRATIVE WORK, INCLUDING RECORDKEEPING AND REPORTING
* Maintains production records as well as equipment and labor utilization records.
* Prepares timesheets and related documents/information for payroll reporting.
* Performs a wide range of data processing activities, including (but not limited to) those described in the Bibliographic Control section, above.
* Maintains an inventory of commodities used in record production and storage. Identifies vendors and suppliers, as necessary. Orders and receives equipment and supplies.
* Produces statistical reports, as needed. Advises on ways of making reporting activities more effective or more cost-effective.

OTHER
* Performs other related duties as assigned which fall within the scope of the classification.

Qualifications

1. Any one or combination totaling three (3) years (36 months) from the categories below:

A. Coursework in administrative sciences, business administration, or a closely related field, as measured by the following conversion table or its proportional equivalent:

• 30 semester hours equals one (1) year (12 months)
• Associate’s Degree (60 semester hours) equals eighteen months (18 months)
• 90 semester hours equals two (2) years (24 months)
• Bachelor’s Degree (120 semester hours) equals three (3) years (36 months)

B. Work experience in the management of records systems and micrographics technology.
2. Two (2) years (24 months) of work experience in the administration and management of records systems.

Supplemental Information

Illinois Residency Requirement: Pursuant to the State Universities Civil Service System, out-of-state candidates must establish Illinois residency within 180 calendar days of the start date for this position.
Tips for Completing a Civil Service Application:
1. To be eligible for the role, ensure that your application includes a complete and detailed employment history that highlights your relevant full-time and part-time work experience, including start and end dates of employment.
2. Relevant part-time work experience will count towards the qualifications for this position and will be converted to full-time equivalence to calculate the total length of experience.
3. Upload all official transcripts to meet the educational requirements. If the job description specifies a minimum number of college hours, transcripts are mandatory for the successful processing of your application.
4. Veterans who qualify for preference must provide proof of eligibility within ten (10) working days of submitting an application, unless the same proof has already been submitted in a previous application. The required proof of eligibility includes, at a minimum, a copy of the veteran’s DD214/DD215 form (Department of Defense), NGB22 form (National Guard), or Discharge Orders or DD256 Discharge Certificate (Reserves).
5. After the position has closed, your application and supporting materials will be reviewed to determine if you meet the minimum qualifications, including any specialty factors associated with this position. Those who qualify will move forward for Civil Service Examination/Testing.
6. Please monitor your e-mail for further information regarding your application. Emails will be generated from info@schooljobs.com.
7. For more information on Civil Service classifications, please visit the SUCSS web site at sucss.illinois.gov
About Civil Service Examination/Testing: The Civil Service examination for this classification is based on your application materials and responses to the supplemental questions. No participation other than submission of application materials is required from applicants that qualify to take the exam. If you meet the minimum required qualifications for this position, your application will move forward for examination/testing in which you will receive a score calculated based on your education and experience, and your name will be placed on the active employment register by exam score. This score will be emailed to the email address noted on your application. After the application deadline, the names within the top three scores will be referred to the department for interview.

Sponsorship for work authorization is not available. For more information visit https://policies.siu.edu/policies/employment-non-us-citizens.php

Southern Illinois University Carbondale is an R1 Opportunity University with a statewide economic impact of $2.7 billion dollars. We offer 200+ undergraduate degrees, minors and specializations, 79 master’s degrees, and 40 doctoral degrees. Our main campus is 1,136 acres, with additional acreage in University Farms, Touch of Nature Outdoor Education Center, and other facilities. The university is an essential part of the city of Carbondale and an important contributor to the culture of the entire region. While Carbondale includes many of the amenities of urban life, it retains its small-town flavor. Cost of living is considerably lower in the region than similar areas elsewhere, and many employees commute from nearby counties.

The Southern Illinois region is distinct from the rest of the state, boasting considerable natural beauty including the Shawnee National Forest, many state parks, national wildlife areas, and several lakes beloved for recreation. Local foods are readily available in the area, with a variety of eateries and a growing specialized food truck presence. The area is home to the Shawnee Hills Wine Trail, an official wine appellation designation. The wineries extend the cultural reach of the community, hosting live music and continual art exhibits. The campus itself is a microcosm of the area, with a lake and forest on campus, as well as traditional collegiate architecture, quad, and residential halls. Students enjoy outdoor study areas as well as specialized computer labs scattered across campus, including in the three million volume Morris Library. To learn about employee benefits, employee tuition waivers, and find resources about Carbondale and the Southern Illinois region, visit: https://jobs.siu.edu/.

Southern Illinois University Carbondale is an equal opportunity, affirmative action employer dedicated to building a community of excellence, equity, and diversity. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ancestry, age, order of protection status, genetic information, marital status, disability, pregnancy, sexual orientation including gender identity, unfavorable discharge from the military or status as a protected veteran. The university will comply with all federal and state nondiscrimination, equal opportunity and affirmative action laws, orders, and regulations.

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