Records Management Representative Jobs in Arizona

This position works closely with the OCI Administrator to drive productivity, integrate the Arizona Management System (AMS), and deliver high-impact organizational results, serving as the back up on all Agency-wide strategic planning and reporting. The role serves as a manager providing direct supervision, performance management, and operational leadership across the records management and facilities portfolios to ensure workflow continuity. This position balances long-term strategic planning with supervisory functions to support group workflows, providing continuous improvement support and directing the systematic optimization and integration of facilities processes. The role establishes rigorous accountability structures and quality control frameworks to sustain a compliant records management program. This position monitors project schedules, resource allocations, and dependencies to ensure consistent performance.

A minimum of two days on-site at the ADWR office per week is required.

This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures.

The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State's Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.

• Maintains operational readiness to step in and execute the full scope of agency strategic planning, dashboard reporting, and senior leadership duties in the absence of the OCI Administrator. Actively participates alongside the OCI Administrator in executive strategic planning sessions, senior leadership briefings, and agency performance tracking, as appropriate. Serves as the primary division proxy and alternate administrative voice at external GTO and OSPB liaison meetings to ensure seamless agency representation.

• Provides direct supervision, coaching, and accountability metrics to the agency Records personnel. Drives long-term public records compliance frameworks, public records laws, and statutory document retention and disposition policies across all divisions. Provides strategic high-level planning to reduce records backlog and establish best practices. Oversees the designing and updating of official records retention schedules and establishes strict data-integrity and electronic document tracking methods. Oversees and ensures the execution of regular quality assurance audits on imaged files, database management systems, PDF profiling, and metadata entries.

• Provides direct supervision, work planning, and objective performance management to Facilities personnel. Drives long-term space optimization planning and allocation strategies, as well as office layout modifications across the agency. Establishes data-driven state vehicle fleet optimization best practices, procurement recommendations, and utilization metrics. Oversees automated facilities ticketing workflows, leased building space standards, and asset lifecycle tracking strategic frameworks for furniture and equipment.

• Maintains strategic awareness of agency project portfolio schedules, resource constraints, and health matrices by reviewing outputs alongside the Administrator. Acts as a senior continuous improvement resource, identifying high-level operational waste and breakthrough improvement opportunities. Stands ready to lead and facilitate complex, cross-functional Kaizen events and organizational change initiatives to resolve systemic operational issues.

• Bachelor's Degree in Business Administration, Operations Management, Public Administration, or a closely related field. 5+ years of progressively responsible supervisory or management experience, with a demonstrated background in modernizing business operations, enforcing quality control frameworks for records management, utilizing lean tools, and managing project portfolios. Requires possession of and the ability to retain a current, valid state-issued driver's license appropriate to the assignment
  Other duties as assigned as related to the position
  

Knowledge of:

• Public administration, strategic planning, and tracking organizational performance.
• Lean principles, process mapping, and standard problem-solving methods to reduce waste.
• High-level project portfolio management, tracking milestones, and evaluating project health.
• Public records laws, document retention schedules, indexing, and data quality standards.
• Office space planning, maintenance ticketing systems, government fleet management, asset tracking, and basic purchasing rules.

Skills in:

• Supervising staff, evaluating performance, setting accountability, and handling difficult personnel situations.
• Finding root causes of problems, charting workflows, running Kaizen events, and leading organizational change.
• Analyzing data using spreadsheets, evaluating metrics, and creating simple executive dashboards.
• Speaking and writing clearly to communicate effectively with internal staff and external partners.
• Using everyday workplace software like Microsoft Office (Word, Excel, PowerPoint, Project) and Google Workspace.
• Using AI tools effectively and safely in line with agency policies.

Ability to:

• Give clear direction and build team-based problem-solving skills among staff.
• Improve disorganized operational workflows.
• Design and implement simple, reliable quality assurance processes.
• Build strong, collaborative working relationships across multiple divisions and agencies.
• Receive broad feedback, prioritize tasks, and hit targets under tight deadlines.
• Handle sensitive, legal, or confidential records with complete discretion.
• Multi-task, manage frequent interruptions, and adapt quickly to changing priorities.
  

The ideal candidate should have a Bachelor's Degree in Business Administration, Operations Management, Public Administration, or a closely related field. 5+ years of progressively responsible supervisory or management experience, with a demonstrated background in modernizing business operations, enforcing quality control frameworks for records management, utilizing lean tools, and managing project portfolios. Requires possession of and the ability to retain a current, valid state-issued driver's license appropriate to the assignment.

This position requires driving or the use of a vehicle as an essential function of the job, and the following requirements apply. Any employee operating a motor vehicle on State business must possess and retain a current, valid driver's license and complete all required training.

If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver's License Requirements.

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

The State

State of Arizona provides an excellent comprehensive benefits package including:

• Affordable medical, dental, life, and short-term disability insurance plans
• Top-ranked retirement and long-term disability plans
• 10 paid holidays per year
• Deferred compensation plan
• Credit union membership
• Wellness plans
• LinkedIn Learning membership
• Tuition Reimbursement
• Employee Discounts

By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.

Learn more about the Paid Parental Leave pilot program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

Positions in this classification participate in the Arizona State Retirement system (ASRS). Please note, enrollment eligibility will become effective after 27 weeks of employment. 

If you have any questions please feel free to contact ADWR Human Resources Office at (602) 771-8500 for assistance. Persons with disabilities may request a reasonable accommodation such as a sign language or an alternative format by contacting ADWR Human Resources. The Arizona State Government is an AA/EOE/ADA Reasonable Accommodation Employer.