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NEW MEXICO STATE UNIVERSITY
HUMAN RESOURCES SERVICES

POSITION CLASSIFICATION DESCRIPTION


Position Classification Title: Records Retention Specialist
Position Classification Code: C1032
Job Family: Business, Accounting and Finance
Pay Level: 07
Exempt Status: Exempt
This description is intended to describe the general nature of the work being performed. It is not intended to be a complete list of specific duties of any particular position. Duties, responsibilities and bargaining unit eligibility may vary based on the specific tasks assigned to the position.
Purpose of Classification:
Responsible for development, implementation and maintenance of university records management program. This position will: develop, implement and oversee adherence to polices and standards for the management and retention of recorded information assets; communicate and train departments as appropriate; consult with business units on records management issues, and monitor program regulatory compliance. Ensures that the strategic directive of the records program meets the needs of the university.
Standard Duties:
Develop, coordinate, communicate and provide support for the implementation of records and information management policies and standards to ensure that they reflect current business and legal requirements for records in all formats. Develop, distribute and collect the Record Retention Schedules annually. Serve as repository for schedules; coordinate review and sign-off by assigned Legal representative. Assist business units when internal and external auditors suggest corrective measures. Provide expertise in best practices of the University Records Management Program. Update training materials and Standards & Guidelines. Promote awareness and training for all levels of employees. Analyze the records management needs and develop programs that respond to these needs. Manage the records management service supplier relationships. Serve as liaison between records management suppliers and the university. Provide status reports to management as requested. Provide specific requirements and participate with IT in the selection, implementation and maintenance of electronic records management software. Consult on these initiatives as a subject matter expert, including requirements definition, implementation, evaluation and testing of information systems to meet business or regulatory record keeping requirements. May supervise, schedule, lead, and oversee the day-to-day activities of other support staff. Perform miscellaneous job-related duties as assigned.
Knowledge, Skills and Abilities:
Knowledge and understanding of principles, procedures, regulations, and standards applicable to the job. Understanding of the University's mission, vision and goals.
short- and long-term planning; problem analysis and resolution; report preparation and presentation; interpersonal and organizational communication, both oral and written.
develop and maintain effective working relationships; maintain accurate and orderly records; use independent judgment and initiative; organize and direct activities.
Minimum Qualifications:
   Education- Bachelor's degree in a related field in hand by hire date.
   Experience- One (1) year of experience related to the standard duties as outlined.
   Equivalency- Any equivalent combination of education, training and/or experience as approved by Human Resource Services.
   Certifications/License-
   Departmental Requirements-
   Special Requirements-