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Records Management Clerk

Records Management Clerk

Job ID 5439
Job Location Phoenix - AZ
Full-Time/Part-Time Full-Time

The Records Management Clerk provides support to the Bureau of Indian Affairs (BIA) by bringing records in compliance with the Bureau of Indian Affairs Records Schedules (IARS), National Archives and Records Administration (NARA), General Records Schedule (GRS) and BIA policies and procedures.  This position prepares inactive records for shipment to the American Indian Records Repository (AIRR). 



Essential duties and responsibilities include the following.  Other duties may be assigned.


Responsible for the integration of CNI Core Competencies into daily functions, including: commitment to integrity, knowledge / quality of work, supporting financial goals of the company, initiative / motivation, cooperation / relationships, problem analysis / discretion, accomplishing goals through organization, positive oral / written communication skills, leadership abilities, commitment to Affirmative Action, reliability / dependability, flexibility and ownership / accountability of actions taken.


Receives, verifies and files documents, assigns file numbers as appropriate.


Provides assistance to staff and public as required. Responds to inquiries and searches files for requested information.


Performs simple computations and verifies figures.


Operates office equipment such as adding machines, copiers, telephones, and scanners. Performs basic operations on data processing equipment.


Sorts, labels, boxes, prepares inventories, and move plans for records.


Assists with record management tasks such as document analysis, data entry, inventory preparation, filing, and preparation of move plans. 


Ensures that the recordkeeping tasks are properly coordinated and support BIA’s operational needs. 


Assists in the preparation of inactive records and files for shipment and archival at AIRR. 


Completes assignments with a high degree of accuracy.


Ensures the confidentiality and security of records is maintained.


Follows applicable policies and procedures to classify multiple pieces of information.


Applies a given directive or set of instructions to arrange files in a certain order. The files can include correspondence, program data, Trust data, budgets, pictures, or procedures.

Assists in analyzing files for various customer components and labeling.


Labels and prepares boxes of correspondence, publications, regulations, and program directives for shipment.


Interacts closely with staff, to ensure compliance with documentation requirements.        


Performs other related duties as required.


Travel may be required.


Responsible for aiding in own self-development by being available and receptive to all training made available by the company.


Plans daily activities within the guidelines of company policy, job description and supervisor’s instruction in such a way as to maximize personal output.


Responsible for keeping own immediate work area in a neat and orderly condition to ensure safety of self and co-workers.  Will report any unsafe conditions and/or practices to the appropriate supervisor and human resources.  Will immediately correct any unsafe conditions to the best of own ability.



High school diploma or general education degree (GED).  A minimum of six (6) months relevant experience and/or training, or equivalent combination of education / experience.  



Must possess or obtain a Public Trust Position Clearance.



Knowledge of Microsoft Office programs i.e. Access, Excel, Word, Outlook (e-mail), and Internet familiarity

Must use sound judgment as to the completeness of documentation in files and have experience working on BIA files

Knowledge of general office practices and procedures

Knowledge of English grammar, punctuation and spelling

Skilled at reading comprehension

Skilled at time management/efficiency

Ability to make decisions based on department and agency processes/regulations/laws/best practices

Ability to maintain files and records

Ability to follow oral and written instructions

Ability to prioritize work

Ability to perform other clerical duties such as filing and answering the phone

Ability to use general office equipment and to perform basic operations on a computer



Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.



Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.



Ability to read and comprehend simple instructions, short correspondence, and memos.  Ability to write simple correspondence.  Ability to effectively present information in one-to-one and small group situations to customers, clients, and other employees of the organization.