RECORDS RETENTION OFFICER / EXECUTIVE I

Job Requisition ID: 47971 

Closing Date: 07/02/2025

​Agency: Department of Central Management Services

Class Title: EXECUTIVE I - 13851 

Skill Option: None 

Bilingual Option: None

Salary: Anticipated Starting Salary (7/1/25) $5,928/monthly; Full Range $5,928 -$8,493/monthly

Job Type: Salaried

Category: Full Time 

County: Sangamon

Number of Vacancies: 1

Bargaining Unit Code: RC062

Merit Comp Code: 

This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.

All applicants who want to be considered for this position MUST apply electronically through the illinois.jobs2web.com website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.

Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.

****** A RESUME IS RECOMMENDED ******

Posting ID #47971

WHY WORK FOR ILLINOIS?

Working with the State of Illinois is a testament to the values of compassion, equity, and dedication that define our state. Whether you’re helping to improve schools, protect our natural resources, or support families in need, you’re part of something bigger—something that touches the lives of every person who calls Illinois home.

No matter what state career you’re looking for, we offer jobs that fit your life and your schedule—flexible jobs that provide the gold standard of benefits. Our employees can take advantage of various avenues to advance their careers and realize their dreams. Our top-tier benefits and great retirement packages can help you build a rewarding career and lasting future with the State of Illinois.

POSITION SUMMARY

The Illinois Department of Central Management Services (CMS) Bureau of Property Management is seeking to hire a Records Retention Officer. This position plans, organizes, directs, and supports the CMS record retention program. Acts as liaison with the State Record Commission and CMS legal counsel in directing program operations. This position also creates and maintains a complex database for CMS records and confers with various related staff for the maintenance of the Records Management Site. In addition, evaluates the effectiveness of the agency's security software programs and security cameras, maintains security equipment files, and provides backup support to the Security Badging Specialist. The ideal candidate possesses strong organization and communication skills along with experience with a record retention program. We invite all qualified candidates to apply! 

POSITION ESSENTIAL FUNCTIONS

• Under direction of the Statewide Security Administrator, plans, organizes, directs, and supports the agency’s Records Management Program.
• Evaluates the effectiveness of the Velocity/Identiv System or similar security software and the Ocularis (OC) security camera system or similar replacement systems.
• Compiles information for reports pertaining to security badge identification system.
• Maintains security equipment files. 
• Provides backup support to the Security Badging Specialist.
• Provides backup support to the Vendor Background Reviewer.
• Travels to various CMS facility locations to provide guidance and administrative support to staff assisting with the security badging process at other locations.
• Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

MINIMUM QUALIFICATIONS

• Requires knowledge, skill, and mental development equivalent to completion of four years of college, preferably with coursework in business or public administration.
• Requires one year of responsible administrative experience in a public or business organization, or completion of an agency approved professional management training program.

PREFERRED QUALIFICATIONS

• Prefers extensive knowledge of Records Management Program, submitting record transfers for retention or disposals.
• Prefers working knowledge of performing research and analysis of security software and security camera systems
• Prefers working knowledge of developing and managing a small agency function program.
• Prefers working knowledge of operating manual and automated office equipment and providing routine maintenance. 

CONDITIONS OF EMPLOYMENT

• Requires completion of a background check and self-disclosure of criminal history.
• Overtime is a condition of employment, and you may be requested or required/mandated to work overtime including scheduled, unscheduled, or last-minute overtime. This may require the ability to work evenings and weekends.
• Requires the ability to lift materials weighing up to 50 pounds and assist with lifting up to 75 pounds.
• Requires a valid driver’s license and the ability to travel.

The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.

ABOUT THE AGENCY

Central Management Services (CMS) is the operational engine working behind the scenes to enable the State’s more than 60 agencies, universities, boards, and commissions to deliver efficient, reliable service to all Illinois citizens. The Agency’s mission is to support the State by delivering innovative, responsive, and effective services that provide the best value for Illinois State government and the people it serves. Among the services CMS provides are human resources facilitation; benefits programs for employees, retirees, and local governments; property and facilities management; diversity initiatives for public contracting and State employment; joint purchasing support; vehicle oversight and support; surplus property programs; print and electronic communications services; and administrative hearings coordination.

STATE OF ILLINOIS BENEFITS

As a State of Illinois employee, you receive a comprehensive benefits package including:

• Competitive Group Insurance benefits including health, life, dental and vision plans.
• Flexible work schedules (when available and dependent upon position).
• 10 -25 days of paid vacation time annually (10 days for first year of state employment).
• 12 days of paid sick time annually which carryover year to year.
• 3 paid personal business days per year.
• 13-14 paid holidays per year dependent on election years.
• 12 weeks of paid parental leave.
• Pension plan through the State Employees Retirement System.
• Deferred Compensation Program – voluntary supplemental retirement plan.
• Optional pre-tax programs -Medical Care Assistance Plan (MCAP) & Dependent Care Assistant Plan (DCAP).
• Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility.

For more information regarding State of Illinois Benefits follow this link: https://www2.illinois.gov/cms/benefits/Pages/default.aspx

If this opportunity appeals to you, please apply today!

Work Hours: 8:00 AM - 4:30 PM Monday - Friday

Work Location: 1920 S 10 1/2 St Springfield, IL 62703-3293

CMS Human Resources

Agency Contact: Mahalia Davis

Email: [email protected]

Phone #: 217-725-2415

Job Family: Leadership & Management

This position DOES NOT contain “Specialized Skills” (as that term is used in CBAs).

APPLICATION INSTRUCTIONS

Use the “Apply” button at the top right or bottom right of this posting to begin the application process.

If you are not already signed in, you will be prompted to do so. 

State employees should sign in to the career portal for State of Illinois employees – a link is available at the top left of the Illinois.jobs2web.com homepage in the blue ribbon. 

Non-State employees should log in on the using the “View Profile” link in the top right of the Illinois.jobs2web.com homepage in the blue ribbon. If you have never before signed in, you will be prompted to create an account.

If you have questions about how to apply, please see the following resources:

State employees: Log in to the career portal for State employees and review the Internal Candidate Application Job Aid

Non-State employees: on Illinois.jobs2web.com – click “Application Procedures” in the footer of every page of the website.

The main form of communication will be through email. Please check your “junk mail”, “spam”, or “other” folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses:

• [email protected]
• [email protected]

Nearest Major Market: Springfield