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Entry-Level Records Specialist

Date Posted:  Aug 1, 2022
Requisition ID:  363228

Indianapolis, IN, US, 46204

Work for Indiana

Grow your career with the State of Indiana! With more than 50 executive branch agencies, the State of Indiana is a diverse workforce offering employees stimulating and challenging projects across a broad scope of career opportunities. As a State of Indiana employee, you impact the well-being of Indiana’s communities every day.


At the State of Indiana, we don’t just talk about diversity and inclusion – Our goal is to create a welcoming, accessible, and equitable workplace, with a workforce that is representative of the State of Indiana population. We are proud to be an equal opportunity employer.


About the Indiana Department of Correction:

We promote public safety by providing meaningful, effective opportunities for successful re-entry.  As the model of best correctional practices, we strive to return productive citizens to our communities and inspire a culture of accountability, integrity and professionalism. 


Salary Information:

This role starts at a base salary of $25,766.

About the Job:

The position is an entry-level role with the State of Indiana, where you will perform a key function within the Department of Corrections Records Division. You will primarily review digital documents and accurately input data from the scanned documents into the appropriate data fields. Data entered into the database is critical for multiple functions within the Department of Corrections; accuracy and diligence are critical. You will have to confidently navigate multiple Information Systems to complete the work, and become a Notary Public.

A Day in the Life:

The essential functions of this roles are as follows:

  • Provide quality support to the Indiana Department of Correction, state and local government agencies, the public, and outside organizations through information access to offender records and data following policy, local, state, and federal law.
  • Process department records in multiple formats.
  • Encourage and facilitate cooperation, pride, trust and group identity, foster commitment and team spirit, and work cooperatively to achieve goals.

The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time.  Reasonable accommodations may be made to enable individuals with disabilities to interview and to perform the essential functions of this role.

What You'll Need for Success:

  • Must acquire and maintain a notary public commission
  • Ability to provide excellent and consistent customer service to the Indiana Department of Correction
  • Ability to backup/assist all operational support staff when needed
  • Ability to complete the primary mail duties for the agency adhering to strict confidentiality policy
  • Ability to log all record requests received by phone, mail, and email as directed by the Records Program Coordinator within 48 hours of receipt
  • Ability to file hard copy record requests for six (6) months readily available at all times to Records Program Coordinator, Department Records Coordinator, and Director of Operational Support Services
  • Ability to scan and index documents into the electronic records system as directed and from the backlog of hardcopies in the “stacks”
  • Ability to scan and/or copy offender packets as requested by Records Program Coordinator
  • Ability to report discrepancies to Records Program Coordinator for further research and analysis
  • Ability to maintain facility scanning queues to no more than 30 days, indexing a minimum of 12,000 batches a month
  • Ability to secure offender records as directed (no travel required)

Benefits of Employment with the State of Indiana:

The State of Indiana offers a comprehensive benefit package for full-time employees which includes: 

  • Three (3) medical plan options (including RX coverage) and vision/dental coverages 
  • Wellness program (offers premiums discount for the medical plan) 
  • Health savings account (includes bi-weekly state contribution) 
  • Deferred compensation account (similar to 401k plan) with employer match 
  • Two (2) fully-funded pension plan options 
  • Group life insurance 
  • Employee assistance program that allows for covered behavioral health visits 
  • Paid vacation, personal and sick time off 
  • Competitive leave policies covering a variety of employee needs 
  • 12 company paid holidays, 14 on election years 
  • Qualified employer for the Public Service Loan Forgiveness Program 
  • New Parent Leave 
  • Free Parking 
  • Free LinkedIn Learning 


Equal Employment Opportunity:

The State of Indiana is an Equal Opportunity Employer.

Current Employee? Click here to apply.

Nearest Major Market: Indianapolis