Records Center Specialist - Office of Records Management

APPLICATION INSTRUCTIONS:

• CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.

• CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.

• If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants.

Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.

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POSITION SPECIFICS​

The Pennsylvania State University Office of Records Management is seeking a highly detailed Records Center Specialist to support the daily operations of the University's Inactive Records Center.

By collaborating with campus partners across the University, this position ensures records are securely stored, tracked, retrieved, retained, and disposed of in accordance with established policies and procedures.

The Records Center Specialist will play an important role in managing records throughout their lifecycle, supporting records requests, maintaining inventory data, and coordinating secure records destruction for paper records and physical media.

Join the Records Management team to help ensure the secure, efficient, and compliant management of University records.

Responsibilities include but are not limited to:

• Support the day-to-day operations of the Records Center while ensuring compliance with University policies and regulatory requirements.
• Manage records inventories, retention information, and lifecycle activities using the records management system.
• Serve as a primary point of contact for University offices, providing responsive support for records storage, retrieval, transfer, and disposition.
• Coordinate the secure destruction of records and physical media in accordance with approved retention schedules.
• Monitor inventory and location data to ensure accurate record tracking and efficient operations.
• Prepare records disposition documentation and support records retention and compliance activities.
• Maintain facility security, operational records, and routine inspections to support a secure records environment.
• Develop and update records management resources, procedures, and training materials.
• Identify opportunities to enhance operational efficiency and improve service delivery.
• Perform transfer of records materials using equipment such as people lifts.

Important Notes:

• This position requires 100% on-site presence at the Office of Records Management’s paper storage and shredding warehouse, located a few miles from Penn State's main library complex.
• More specifically, the warehouse is situated at the Penn State Libraries Cato Park Annex II (located at 3110 Research Drive, State College)
• U.S. citizenship is required as a condition of employment due to the position's responsibilities supporting Department of Defense (DoD) programs and applicable federal requirements.

Qualifications:

The Records Center Specialist will transport, store, and retrieve records and materials to complete the above responsibilities.

As such, candidates must be able to lift items weighing up to 40 pounds regularly and stand for extended periods of time, with or without accommodation.

Additional Qualifications:

• Working knowledge of Microsoft Excel and Word
• Excellent organizational and time management skills, with a track record of managing competing priorities, responding to changing needs, and meeting deadlines
• Exceptional attention to detail and accuracy, with a demonstrated ability to maintain high-quality, error-free work
• Effective written and verbal communication skills
• Excellent interpersonal skills, including the ability to work collaboratively with colleagues and stakeholders

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

Associate Degree
No prior relevant work experience required; previous relevant work experience accepted in lieu of education.
Required Certifications:
None

Successful completion of applicable University training, such as FERPA, HIPAA, Personally Identifiable Information (PII), and Department of Defense (DoD) compliance is required as part of the onboarding process.

Important Application Instructions:

Applicants must submit a cover letter addressing their interest and relevant experience, in addition to a resume.

Additional Information:

The person appointed to the position will work under the direction of the University Records Management Officer and in close collaboration with additional Records Center staff.

BACKGROUND CHECKS/CLEARANCES

Employment with the University will require successful completion of background check(s) in accordance with University policies.Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

SALARY & BENEFITS

The salary range for this position, including all possible grades, is $40,608.00 - $58,836.00.

Salary Structure - Information on Penn State's salary structure

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.

CAMPUS SECURITY CRIME STATISTICS

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

EEO IS THE LAW

Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.

Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.

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