Address
Form of work
SalaryThe Records Analyst I perform 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.
Essential Job Functions:
o Developing and maintaining working relationships with program and administrative units to offer technical assistance on policies and procedures.
o 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.
Scans, stores, indexes, and classifies records.
o Prepares records for scanning and uploading or offsite storage.
o Enters and maintains accurate information in agency storage inventory systems, using approved indexing tools to track records for future retrieval and use.
o Develops and maintains a comprehensive understanding of agency records to classify (identify) them according to the agency’s records retention schedule.
o Performs compliance and quality assurance activities.
Gathers information to help with the identification of records to ensure they are correctly categorized for records retention.
o Provides technical assistance in identifying record series as outlined in the records retention schedule.
o Follows verification procedures and prepares records for archiving.
Assists with gathering records to respond to records requests.
o Assists with researching and gathering records in response to requests subject to or exempt from the Public Information Act. Records are in a variety of formats, including paper, photographic, and electronic.
o Determines entitlement of requestors to receive agency records in accordance with local, state and federal laws.
o Negotiates with requestors the terms and timelines of records requests.
o Charge and process any required fees by cash, credit card or check.
Assists with setting up and utilizing records management systems and formulating filing systems.
o Enters data into inventory system to facilitate retrieval and disposition of agency records.
o Enters, reviews, and takes action on requests in records request tracking system
o Validates, researches, authenticates, tracks, and analyzes all requests for records, ensuring appropriate routing and timeliness.
o Prepares, edits, and submits reports to management on work product.
Assists with the identification and transfer of records including preparing records for storage or destruction.
o Entering and updating destruction dates and media held in current location or storage.
o Assist with the transfer of records for archival review.
o Determination of a record’s destruction date based on based on the agency retention schedule.
o Ensures compliance with the transfer of records according to agency policy.
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.
o Assesses records following a disaster to determine necessary remediation efforts.
May assist with developing and conducting records management training for agency staff.
Performs related work as assigned.
o Promotes and demonstrates appropriate respect for cultural diversity among coworkers and all work-related contacts.
o Attends work on a regular and predictable schedule in accordance with agency leave policy
o Developing and maintaining working relationships with program and administrative units to offer technical assistance on policies and procedures.
o 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.
o Prepares records for scanning and uploading or offsite storage.
o Enters and maintains accurate information in agency storage inventory systems, using approved indexing tools to track records for future retrieval and use.
o Develops and maintains a comprehensive understanding of agency records to classify (identify) them according to the agency’s records retention schedule.
o Performs compliance and quality assurance activities.
o Provides technical assistance in identifying record series as outlined in the records retention schedule.
o Follows verification procedures and prepares records for archiving.
o Assists with researching and gathering records in response to requests subject to or exempt from the Public Information Act. Records are in a variety of formats, including paper, photographic, and electronic.
o Determines entitlement of requestors to receive agency records in accordance with local, state and federal laws.
o Negotiates with requestors the terms and timelines of records requests.
o Charge and process any required fees by cash, credit card or check.
o Enters data into inventory system to facilitate retrieval and disposition of agency records.
o Enters, reviews, and takes action on requests in records request tracking system
o Validates, researches, authenticates, tracks, and analyzes all requests for records, ensuring appropriate routing and timeliness.
o Prepares, edits, and submits reports to management on work product.
o Entering and updating destruction dates and media held in current location or storage.
o Assist with the transfer of records for archival review.
o Determination of a record’s destruction date based on based on the agency retention schedule.
o Ensures compliance with the transfer of records according to agency policy.
o Assesses records following a disaster to determine necessary remediation efforts.
o Promotes and demonstrates appropriate respect for cultural diversity among coworkers and all work-related contacts.
o Attends work on a regular and predictable schedule in accordance with agency leave policy
Knowledge Skills Abilities:
Knowledge of foundational records management theory and practices.
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 the use of a computer and applicable software (e.g. Microsoft Suite).
Skill in planning and prioritizing work activities.
Skill in research activities in a fast-paced business environment
Skill in establishing and maintaining effective working relationships with various levels of personnel in governmental entities and external customers.
Ability to research, analyze, and evaluate data and information to formulate conclusions and communicate guidance verbally or in writing.
Ability to apply standardized information management strategies and procedures to unusual and/or critical situations;
Ability to follow procedures and maintain confidentiality of any information obtained in the position;
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.
Knowledge of foundational records management theory and practices.
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 the use of a computer and applicable software (e.g. Microsoft Suite).
Skill in planning and prioritizing work activities.
Skill in research activities in a fast-paced business environment
Skill in establishing and maintaining effective working relationships with various levels of personnel in governmental entities and external customers.
Ability to research, analyze, and evaluate data and information to formulate conclusions and communicate guidance verbally or in writing.
Ability to apply standardized information management strategies and procedures to unusual and/or critical situations;
Ability to follow procedures and maintain confidentiality of any information obtained in the position;
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.
Registration or Licensure Requirements:
None
None
Initial Selection Criteria:
Three years full-time experience in administrative support, general office, clerical, secretarial fields; DFPS experience may be substituted for the three years of experience in administrative support, general office, clerical, secretarial fields.
Three years full-time experience in administrative support, general office, clerical, secretarial fields; DFPS experience may be substituted for the three years of experience in administrative support, general office, clerical, secretarial fields.
Additional Information:
Position is housed at the 14000 Summit Dr. Ste 100, Austin, TX 78728
Position is housed at the 14000 Summit Dr. Ste 100, Austin, TX 78728
MOS Code:
Note:: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to: 42A, YN, 0111, 3A1X1. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx
Note:: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to: 42A, YN, 0111, 3A1X1. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx
As a state agency, DFPS is required Texas Administrative Code (TAC 206 and 213) to ensure all Electronic Information Resources (EIR) follow accessibility standards. The staff must be familiar with the WCAG 2.1 AA and Section 508 to create accessible content including but not limited to; Microsoft Office documents, Adobe PDFs, webpages, software, training guides, video, and audio files.
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.
