[Hiring] Records Analyst I @TX-HHSC-DSHS-DFPS

Role Description

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.

Essential Job Functions

• Provides assistance to internal and external customers on a variety of matters related to records and information management, including:
• Developing and maintaining working relationships with program and administrative units to offer technical assistance on policies and procedures.
• 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.
• Prepares records for scanning and uploading or offsite storage.
• Enters and maintains accurate information in agency storage inventory systems, using approved indexing tools to track records for future retrieval and use.
• Develops and maintains a comprehensive understanding of agency records to classify them according to the agency’s records retention schedule.
• Performs compliance and quality assurance activities.
• Gathers information to help with the identification of records to ensure they are correctly categorized for records retention.
• Provides technical assistance in identifying record series as outlined in the records retention schedule.
• Follows verification procedures and prepares records for archiving.
• Assists with gathering records to respond to records requests.
• Assists with researching and gathering records in response to requests subject to or exempt from the Public Information Act.
• Determines entitlement of requestors to receive agency records in accordance with local, state and federal laws.
• Negotiates with requestors the terms and timelines of records requests.
• Charges and processes any required fees by cash, credit card or check.
• Assists with setting up and utilizing records management systems and formulating filing systems.
• Enters data into inventory system to facilitate retrieval and disposition of agency records.
• Enters, reviews, and takes action on requests in records request tracking system.
• Validates, researches, authenticates, tracks, and analyzes all requests for records, ensuring appropriate routing and timeliness.
• 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.
• Entering and updating destruction dates and media held in current location or storage.
• Assists with the transfer of records for archival review.
• Determines a record’s destruction date based on the agency retention schedule.
• 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.
• 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.
• Promotes and demonstrates appropriate respect for cultural diversity among coworkers and all work-related contacts.
• Attends work on a regular and predictable schedule in accordance with agency leave policy.

Qualifications

• 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 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.

Requirements

• Graduation from high school or equivalent.
• Three years full-time experience in administrative support, general office, clerical, secretarial fields; DFPS experience may be substituted for the three years experience in administrative support, general office, clerical, secretarial fields.

Benefits

• 100% paid health insurance for you, and 50% paid for eligible family members—saving you hundreds every month in out-of-pocket medical costs.
• Retirement plans with lifetime monthly payments after five years of state service, plus options to save even more with 401(k) and 457 plans.
• Paid vacation, holidays, and sick leave so you can recharge and take care of life outside work.
• Optional dental, vision, and life insurance at rates much lower than most private plans.
• Flexible spending accounts for added tax savings on health and dependent care.
• Employee discounts on things like gym memberships, electronics, and entertainment.
• You might qualify for Public Service Loan Forgiveness, which could help you pay off federal student loans faster.