Records Specialist 5, Pennsylvania State University

By IS Lab May 20, 2020

Website Pennsylvania State University


The ITS Program Management Office, located in the Information Technology Services Division of The Applied Research Laboratory (ARL) at Penn State University is seeking a Records Specialist to plan, implement, and provide support for the ARL records management (RM) program, implement and assist in the creation of policies, procedures, and retention schedules while consulting with the lab’s business and program units on best practices for RM.

Job Responsibilities

  • Develop a lab-wide RM program, for paper and electronic records, in compliance with Penn State AD35, the Department of Navy’s RM Manual and drawing on best practices established by the National Archives and Records Administration (NARA) and the Association of Records Managers & Administrators (ARMA) International for retention and destruction
  • Formulate and disseminate RM policies and procedures
  • Conduct records inventories with the aim of developing record’s retention schedules
  • Provide information to assist with budget development regarding the potential purchase of RM products or services
  • Investigate systems with the potential capability for electronic RM and configures and manages those tools
  • Manage the integrity of data within the RM tools and provides analysis for informed, operational decision-making
  • Create taxonomy and original catalog records and performs quality control in local collections’ databases
  • Manage metadata in RM databases
  • Manage collections of digitized and born-digital materials
  • Recommend and implement opportunities to improve storage practices associated with digital materials
  • Develop, mentor, and train RM liaisons throughout the business and program units of the Applied Research Laboratory
  • Coordinate activities and collaborates with the liaisons to successfully implement RM practices
  • Partner with the public release approval process for documents intended for wide release
  • Assist the Archivist in the annual inventory of all classified materials held in the Archives


Typically requires an Associate’s Degree or higher plus six years of related work experience or an equivalent combination of education and experience.

A Master’s degree is preferred. The ability to obtain and uphold a Top Secret security clearance is highly desired.

Required skills and experience include:

  • A strong background in library sciences

Preferred skills and experience include:

  • Familiarity with DOD retention policies and procedures
  • Strong facilitative, consultative and negotiating leadership skills

Candidate selected will be subject to a government security investigation. You must be a U.S. citizen to apply. Employment with the Applied Research Laboratory will require successful completion of a pre-employment drug screen.

Employment with the ARL will require successful completion of a pre-employment drug screen. ARL is committed to diversity, equity, and inclusion; we believe this is central to our success as a Department of Defense designated University Affiliated Research Center (UARC). We are at our best when we draw on the talents of all parts of society, and our greatest accomplishments are achieved when diverse perspectives are part of our workforce.

Penn State is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applications without regards to race, color, religion, age, sex, sexual orientation, gender identify, 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.

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