Under moderate supervision, performs and coordinates department records and information management function. Conducts inventories and analysis to determine departmental record-keeping requirements. Develops and administers retention schedules. Consults with County departments and the public in matters related to both active and inactive records. Creates and maintains computerized records and electronic tracking systems, and implements office procedures for these systems. Coordinates transition of inactive records to final disposition.
This is the second in a series of four records analyst-related job classifications within the Professional Support job family. This classification performs duties pertaining to records analysis, storage and management and also performs other routine office duties. This classification is distinguished from the Records Analyst in that incumbents typically have less experience, do not act in a supervisory capacity and perform other routine office duties requiring a lower level of knowledge, skills and abilities.
Duties and Responsibilities
Monitors daily RMS transactions and performs quality assurance checks to ensure system accuracy and integrity.
Conducts record inventories and analysis to determine departmental record-keeping requirements.
Maintains and administers retention schedules. Consults with department's divisions in matters related to both active and inactive records. Coordinates daily transactions pertaining to records stored with offsite storage vendor. Assists in the transition of inactive records to final disposition.
Maintains computerized databases, spreadsheets and electronic records management system. Performs various clerical and administrative tasks involving processing of forms, letters, data entry/retrieval, equipment maintenance and inventory control.
Serves as primary back up for department's Mail Services.
Receives, authenticates, maintains, disseminates, and tracks departmental records and information. Assigns, oversees, and documents the sealing or destruction of records as mandated by establishing procedures. Provides plain or certified copies of records upon request. Interacts with the general public by handling records requests. Responds to requests in person, by mail, and by telephone in accordance with established policies, procedures and regulations.
Examines and evaluates records-management systems to improve existing methods for efficient handling, protection, and disposition of records and information. Reviews records and reports to determine proper media (paper, microfilm), reproduction processes, and electronic data processing required. Recommends changes or modifications in procedures, utilizing knowledge of departmental processes, uniform coding systems and filing methods. Provides policy, procedural, and technical advice on less complex records management issues.
Conducts inventories and performs analysis to determine departmental recordkeeping requirements. Evaluates and assesses long-term security of departmental documents and document management systems, implements security goals and objectives in the development and enhancement of electronic workflow and filing systems.
Coordinates the conversion of digital images to microfilm and the maintenance of microfilm libraries and inventory. Prepares documents for imaging, operates electronic scanning equipment, and converts scanned material to digital format. Performs image validation to ensure all documents are imaged and indexed correctly. Ensures safety, security, and confidentiality of digitized records.
Compiles and maintains statistical reports to track data, extracting and compiling data from multiple databases. Maintains production reports. Edits and inspects documents to ensure the integrity of the document. Implements quality control procedures for all records.
Reviews records retention policies and schedules to determine timetables for transferring active records to inactive or archival storage, for reducing paper records to micrographic form, or for destroying obsolete or unnecessary records. Monitors the storage and disposition of records according to approved retention schedules and to ensure compliance with all applicable Federal, State and Local regulations. Coordinates off-site records storage, including contracts with storage providers. Makes technical recommendations relating to the design and operations of off-site records storage.
Coordinates special projects (disaster recovery, inventories), serving on committees, as required. May train others in records management procedures.
May perform various clerical and administrative tasks involving processing of forms, letters, data entry/retrieval, equipment maintenance and inventory control.
Performs other job-related duties as assigned.
Education and Experience:
Bachelor's degree in Records Management, Public Administration, Business Administration, Library and Information Sciences;
Any combination of education and experience that has been achieved and is equivalent to the stated education and experience and required knowledge, skills, and abilities sufficient to successfully perform the duties and responsibilities of this job.
Licenses, Registrations, Certifications, or Special Requirements:
Valid Driver's License.
Prefer experience in the following
Knowledge, Skills, and Abilities:
- Records inventory, appraisal and analysis for retention purposes.
- Operating a records management software system.
- Converting paper documents to digital images. Includes use of scanning equipment and software.
- Proficient using Microsoft Office Access (tables, query, and reports)
- Maintaining a large volume paper-based filing system
Federal, State, Local and County laws, rules, regulations and guidelines applicable to records management.
Sources of information and records, including public databases, governmental statistical data, and official States, County, and City data.
Standard practices and techniques of records management, including file management techniques.
Principles and procedures of record keeping.
Records and Information Management technologies.
Computer equipment to include word processing, spreadsheets, databases and records management software applications.
Business letter writing, grammar and punctuation, and report preparation.
Interpreting a variety of instructions furnished in written, verbal, diagram, or schedule form.
Using basic arithmetic, including calculating figures such as proportions, percentages, areas and volume.
Evaluating value and type of documents.
Problem-solving and decision-making.
Conducting records inventory.
Interacting with the public and providing customer service.
Both verbal and written communication.
Read, analyze, and interpret general business periodicals, professional journals, technical procedures, and governmental regulation.
Communicate effectively, present information and respond to questions.
Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Apply concepts of basic algebra and geometry.
Compile and analyze data, and to write clear and comprehensive reports, business correspondence, and procedure manuals.
Establish and maintain effective working relationships with departmental support staff, other County employees and officials, representatives of outside agencies, clientele, attorneys, judges and the general public.
Work Environment & Other Information
Physical requirements include the ability to lift/carry up to 20-50 pounds occasionally, visual acuity, speech and hearing, hand and eye coordination and manual dexterity necessary to operate a computer and office equipment. Subject to standing, walking, carrying, sitting, repetitive motion, reaching, climbing stairs, bending, stooping, kneeling, crouching, crawling, pushing, pulling, balancing, client/customer contact, squatting, lifting moderately heavy equipment or boxes to perform the essential functions.
This job description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and overtime eligibility may vary based on the specific tasks assigned to the position.
8:00 AM to 5:00 PM; Monday through Friday
Works some holidays
Transportation and Natural Resources
700 Lavaca Street, Austin
Criminal, Driving, Education and Employment Background Check Required.