Records Analyst - Austin, United States - City of Austin

Description

Minimum Qualifications

Education and/or Equivalent Experience:
Graduation with a Bachelor's degree from an accredited college or university plus one (1) year of records management experience.
Experience may be substituted for the required education up to a maximum of four (4) years.
Completion of COA Records Management Certificate Program may substitute for two (2) years of experience or education.


Licenses or Certifications:
Must have valid Texas Driver's License.

Must have City of Austin's Records and Information Management Certificate or must obtain Certification within two (2) years of hire/appointment.

Notes to Applicants

THE DEPARTMENT MAY CLOSE THIS JOB POSTING AT ANY TIME AFTER 7 DAYS .

Department Mission:

The Financial Services Department serves as a trusted steward of public resources with integrity and accountability to ensure a fiscally sound city.

Position Overview:
Financial Services Department is seeking an enthusiastic records management professional to work within the Administrative Support Management section. This position will support the administration and implementation of the department's Records and Information Management Program.

They will assist with a variety of matters related to records and information management, including reviewing and inventorying physical and electronic records; scanning, storing, indexing, and classifying records; and preparing records for storage or destruction.

They will assist with developing and conducting records management training for department staff. The ideal candidate will find satisfaction in the organization and management of data and records systems.

Ninety (90) day provision for additional vacancy: When the same or an additional vacancy occurs within a department in the same job title within 90 days after the start date of the top candidate, the hiring department may offer the additional position to another candidate from the same candidate pool.

Application Instructions and Top Candidate Requirements:
A detailed and complete Employment Application is required.
Resume and Cover Letter are required and will not be accepted in lieu of a complete online Employment Application.
Employment history dates on resume should match online Employment Application.
Employment history dates must include month and year. Please include contact information from previous employers.
Top Candidates may be subject to a skills assessment.
The candidate selected for this position may be required to provide proof of education.
This position will require a pre-employment Criminal Background Investigation.

Driving Requirement:
This position requires a valid Texas Driver's License or the ability to acquire one by your hire date. External New Hires must meet the

City of Austin's Driver Record Evaluation ( DRE ) requisite

. To be considered for a driving position, applicants cannot have more than three moving violations or a total of six Driver Record Evaluation points within a period of thirty-six (36) months.

Driving Requirement If you are selected for this position, and meet the Driver Safety Standards in the City of Austin

Driver Safety Program,

you may drive when necessary to multiple locations as part of your regular job duties. If you meet the

City of Austin's Driver Record Evaluation ( DRE ) requisite

, you may be eligible to drive a City vehicle to and from multiple work locations.

Working for the City of Austin provides a number health and welfare benefits such as low-cost medical, dental, vision, paid leave time, a highly competitive retirement plan, career development opportunities and more.

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Preferred Qualifications

Preferred Experience:
Experience working with records that are governed by a records control schedule.
Knowledge of document management systems and scanning technologies, including the various types of software that support these functions.
Experience with data management and tracking information using spreadsheets and data management software.

Strong writing skills and public speaking skills, including the ability to communicate complex information to groups through written communication, by video conference, and in person.

Experience using the full Microsoft Office Suite including SharePoint.
Duties, Functions and Responsibilities
Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.

Coordinates the development and implementation of departmental records and information management programs.
Reviews the effectiveness of departmental record-keeping practices and proposes recommendations for improvement.
Coordinates the development and implementation of departmental records management policies, standards, and procedures for, indexing, classification, retention, disposition, and protection
Oversees the completion and ongoing maintenance of the department's records inventory.

Coordinates the review process for the department's records control schedules and submits them to the Office of the City Clerk for review and approval.

Works with the Office of the City Clerk to maintain the control schedules and keep them up-to-date.

Assists with the identification of the department's vital records and the creation and maintenance of the department's vital records protection and disaster recovery plans.

Develops and delivers records management training programs and materials including policies, standards, and procedures

Reviews and approves requests to transfer departmental records to the Records Center or destroy records that have met retention requirements.

Reviews and approves the disposition of the department's records and submits disposition requests to the Office of the City Clerk.

Attends meetings, recommends tasks for, and evaluates the performance of, the department's Records Management Team.
Attends corporate/departmental Records Management Team meetings and coordinates with the Office of the City Clerk.
Prepares an annual report on the status of the department's records and information management program.

Responsibilities- Supervision and/or

Leadership Exercised:
None
Knowledge, Skills and Abilities

Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

Knowledge of professional records and information management theory, best practices, principles, standards, technologies, and requirements.
Knowledge of their department's services and operations and the records, data, and information systems that support them.
Knowledge of departmental practices, policies, and procedures. Familiarity with local, state, federal guidelines, laws, and regulations related to records and information management.
Knowledge of the City's practices regarding retention schedule development.
Knowledge of the City's practices regarding disaster planning and business recovery techniques for records.
Knowledge of departmental disaster planning and business recovery plans.
Knowledge of the City's practices regarding the management of records with historical value.
Knowledge of training methodologies and techniques including, curriculum development.
Ability to train others.
Skill in multi-tasking and prioritizing job duties.
Skill using computers and standard desktop software applications.
Skill in oral and written communication.
Skill in analysis, problem solving and decision making.
Skill in communication, team building, and coaching.
Ability to write formal policy and procedure documentation.
Ability to work with all levels of staff. Strong customer service orientation.
Criminal Background Investigation This position has been approved for a Criminal Background Investigation. EEO/ADA
The City of Austin is committed to compliance with the Americans with Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call or Texas Relay by dialing

The City of Austin will not discriminate against any applicant or employee based on race, creed, color, national origin, sex, gender identity, age, religion, veteran status, disability, or sexual orientation.

In addition, the City will not discriminate in employment decisions on the basis of an individual's AIDS , AIDS Related Complex, or HIV status; nor will the City discriminate against individuals who are perceived to be at risk of HIV infection, or who associate with individuals who are believed to be at risk.

Information For City Employees:

If you are an employee within the department, are in good standing and meet both the minimum and preferred qualifications, then you will receive an initial interview.

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