Position Summary:
The Records Analyst I performs routine (journey-level) records and information management work in DFPS’ Records Management Group (RMG) Division to protect, provide, and preserve the agency’s records. Work involves assisting in designing, evaluating, reviewing, recommending, implementing, updating, and maintaining DFPS’ records and information management program. The position works under moderate supervision, with limited latitude for the use of initiative and independent judgment.
Key Responsibilities:
- Prepares records for scanning and uploading or offsite storage.
- May assist with the identification of the agency’s vital records and the creation and maintenance of the agency’s vital records protection and disaster recovery plans.
- Enters, reviews, and takes action on requests in records request tracking system
- Provides technical assistance in identifying record series as outlined in the records retention schedule.
- Assists with the identification and transfer of records including preparing records for storage or destruction.
- Enters and maintains accurate information in agency storage inventory systems, using approved indexing tools to track records for future retrieval and use.
- May assist with developing and conducting records management training for agency staff.
- Validates, researches, authenticates, tracks, and analyzes all requests for records, ensuring appropriate routing and timeliness.
- Determination of a record’s destruction date based on based on the agency retention schedule.
- Performs compliance and quality assurance activities.
- Follows verification procedures and prepares records for archiving.
- Entering and updating destruction dates and media held in current location or storage.
- Assesses records following a disaster to determine necessary remediation efforts.
- Developing and maintaining working relationships with program and administrative units to offer technical assistance on policies and procedures.
- Develops and maintains a comprehensive understanding of agency records to classify (identify) them according to the agency’s records retention schedule.
- Scans, stores, indexes, and classifies records.
- Prepares, edits, and submits reports to management on work product.
- Gathers information to help with the identification of records to ensure they are correctly categorized for records retention.
- Ensures compliance with the transfer of records according to agency policy.
- Assist with the transfer of records for archival review.
- Verbal and written communication with internal and external customers on questions or concerns regarding records products and services, while also following agency guidance and observing any legal restrictions on information sharing.
- Performs related work as assigned.
Required Education & Experience:
- Ability to apply standardized information management strategies and procedures to unusual and/or critical situations;
- Graduation from high school or equivalent.
- Skill in the use of a computer and applicable software (e.g. Microsoft Suite).
- Skill in research activities in a fast-paced business environment
- Knowledge of foundational records management theory and practice;
- Knowledge of records management laws, regulations, rules, policies and procedures; and concepts of information governance of various phases of records and information management.
- Skill in establishing and maintaining effective working relationships with various levels of personnel in governmental entities and external customers.
- Ability to follow procedures and maintain confidentiality of any information obtained in the position;
- Skill in planning and prioritizing work activities.
- Ability to communicate effectively and timely with internal and external customers to manage issues and problems identified, problem-solve, and to recognize when to escalate a situation to management.
- Ability to research, analyze, and evaluate data and information to formulate conclusions and communicate guidance verbally or in writing;
- Three years full-time experience in administrative support, general office, clerical, secretarial fields;