Arizona Public Service Records Management Specialist in United States


The Records Management Specialistwill advocate, communicate and advance compliance with the Records and Information Management (RIM) program. Advise employees on Records Management solutions and compliance with Records Management requirements. Update databases containing inventories of records and coordinate off-site storage of physical records. Generate a variety of analytical reports pertaining to records storage and destruction. Train employees on Records Management, use of IBM FileNet and make judgement calls for storage and deletion of records. Maintain documentation of processes, guidelines, tools and training aids required to support Records Management projects. Work in conjunction with more senior personnel to participate on, and contribute to business unit projects, of moderate to complex scope and budget, regarding concern Records Management.

Minimum Requirements BS/BA degree and two (2) years relevant business work experience or High School diploma and five (5) years' experience or an equivalent combination of education and relevant experience. Proficiency in PC applications including intermediate skill level in Microsoft Excel, PowerPoint, Word and SharePoint

Preferred Special Skills, Knowledge or Qualifications

  • Prior progressively responsible experience with general knowledge and understanding of utility business unit operations,

  • Experience with database applications such as Microsoft Access

  • Project/team experience and ability to prioritize work and manage multiple projects simultaneously.

  • Demonstrated analytical ability to review and analyze electronic content

  • Demonstrated communication skills, both verbal and written.

  • Good customer service and ability to manage customer expectations.

  • Some knowledge of federal and state laws, regulations and requirements for Records Retention

Major Accountabilities 1) Coordinate off-site storage of records, including sending boxes to storage, retrieving boxes, and executes the review/approval steps for destruction of contents of stored records after the retention period expires. Analyze storage content and consult with employees to ensure content of boxes being shipped to off-site storage is considered a record and complies with the retention period in the Records Retention Schedule for destruction.

2) Under general direction, research routine to moderate inquiries from business units concerning records requirements, evaluate whether electronic content is a record, determine retention timeframes and interface with Legal Dept. when necessary for additional clarification or resolution.

3) Support business units as a resource for Records Management issues and questions. Meet with business units every two years to review and update the Records Retention Schedule. Support litigation hold procedure.

4) Actively seeks deeper knowledge and understanding of APS's various business units to understand types of records produced by each business unit and develops working relationships with employees.

5) Plan educational events and meetings for Records Management. Develop agendas with topics that are meaningful and educational for employees and make presentations.

6) Maintain documentation of procedures, guidelines, tools and training aids required for supporting Records Management.

7) Generate a variety of reports utilizing general queries concerning storage of records.

8) Maintain electronic inventory of contents, physical organization and labeling of historic items in Pinnacle West archives.

9) Expand knowledge of federal and state laws governing records retention.

Export Compliance/EEO

This position may require access to and/or use of information subject to control under the Department of Energy's Part 810 Regulations (10 CFR Part 810), the Export Administration Regulations (EAR) (15 CFR Parts 730 through 774), or the International Traffic in Arms Regulations (ITAR) (22 CFR Chapter I, Subchapter M Part 120) (collectively, "U.S. Export Control Laws"). Therefore, some positions may require applicants to be a U.S. person, which is defined as a U.S. Citizen, a U.S. Lawful Permanent Resident (i.e. 'Green Card Holder'), a Political Asylee, or a Refugee under the U.S. Export Control Laws. All applicants will be required to confirm their U.S. person or non-US person status. All information collected in this regard will only be used to ensure compliance with U.S. Export Control Laws, and will be used in full compliance with all applicable laws prohibiting discrimination on the basis of national origin and other factors. For positions at Palo Verde Nuclear Generating Stations (PVNGS) all openings will require applicants to be a U.S. person.

Pinnacle West Capital Corporation and its subsidiaries and affiliates (“Pinnacle West”) provides equal employment opportunities to applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or disability.

Job ID: 20180907

Location: Phoenix

Full/Part Time: Full-Time

Regular/Temporary: Regular