The Records Assistant assists in responding to records management and information requests for the division. The main responsibilities of the position include preparing, scanning, and cataloging documents as requested by various constituents. Planning, supporting and executing records management projects in collaboration with the programs and the Division Records and Information Coordinator.

Records Assistant 
•    Preparation of documents for scanning, eliminating all sticky notes, staples, paper clips, and other bindings, and repairing any damage to ensure the document is clean and prepared for digitization
•    Operate office machines, such as photocopiers and scanners, facsimile machines, and personal computers.
•    Maintain and enter information into databases
•    Perform quality checks of scans to ensure accuracy, and correct any errors or inconsistencies

•    Systematically organize and archive digital scans, ensuring digital records are stored in appropriate folders for easy retrieval, adhering to section/bureau naming conventions.

•    Perform routine maintenance on scanning equipment

•    Ensure secure destruction of original documents if required, following agency guidelines

•    Collaborate with the team to manage and fulfill scanning requests

Knowledge, Skills and Abilities:
•    Acts with integrity and demonstrates respect for coworkers, managers, customers, and stakeholders;
•    Effective in communication and able to demonstrate active listening;
•    Provides perspective by evaluating the relative importance of events and actions;
•    Uses good judgement to make sound decisions and is tactful in taking the appropriate action;
•    Contributes to a positive working environment with a focus on being constructive, collaborative, and flexible to maintain good relationships;
•    Demonstrates consistent attendance, punctuality, and reliability;
•    Attentive to details and provides consistent work products;
•    Able to react to events and people in a calm and professional manner;
•    Accepts ownership of successes and failures to achieve positive results;
•    Willing to assist others when needed;
•    Maintains confidentiality and respects privacy;
•    Aware of risk and takes action to increase safety in the workplace.

Effective February 23, 2026, this agency participates in E-Verify to confirm employment eligibility.  After accepting a job offer and completing Form I-9, your information will be submitted to the Department of Homeland Security and Social Security Administration for verification.   For more information about E-Verify, please visit the E-Verify website found here, https://www.e-verify.gov/.
 

•    High school diploma or equivalent. 
•    One year or relevant experience with demonstrated skill in the use of office software and equipment.
•    Some college or post-high school education or training preferred.
•    May require current valid Driver's License and clean driving record in accordance with State of Montana Vehicle Use Policy
•    Preferred experience in records and information management processes.
Other combinations of education and experience may be accepted on a case-by-case basis.