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

Role Description

The Records Analyst II performs complex (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 designing, evaluating, reviewing, recommending, implementing, updating, and maintaining DFPS’ records and information management program. The position works under general supervision, with moderate 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 provide 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. Develops and maintains a comprehensive understanding of the agency’s case and administrative records classification as outlined in Texas Administrative Code §702.201.
• Convert records via scanning as needed to complete records request activities.
• Gathers information to help with the identification of records to ensure they are correctly categorized for records retention and release.
• Provides properly identified records to entitled parties as outlined in the records retention schedule and agency policy and procedures.
• Maintains working knowledge of DFPS IMPACT system in order to properly research and identify records responsive to submitted requests.
• Follows verification procedures to confirm requesters are authorized persons and entities.
• Maintains the agency records disposition log(s).
• Assists as needed in ensuring timely entry of records tracking tools.
• Enters and maintains accurate information in agency records request systems, using approved tools to track records productions for immediate release and future retrieval.
• Receives open records requests and works with legal counsel and other employees to gather appropriate records in accordance with the Public Information Act (PIA), ensures appropriate redactions have been made, and determines cost estimates.
• Completes assignments of providing records in accordance with the PIA and other statutory requirements related to DFPS case records.
• Seeks guidance from DFPS’ records attorney and management to ensure established redaction rules are interpreted and applied appropriately.
• Utilizes the Texas Office of the Attorney General’s costing tool when charges are warranted for records being released.
• Advises agency employees and works with legal counsel regarding the transfer of agency records to storage and the destruction of records in accordance with all applicable laws, policies, and procedures.
• Maintains understanding of agency storage and destruction protocols.
• Provides information to agency employees as requested and refers additional questions to agency’s Records Management Officer.
• Assists with developing, maintaining, and implementing the agency’s records retention schedule.
• Ensures records are released to external customers in conformance with the approved retention schedule.
• Provides input on developing new record series.
• Assists with setting up and utilizing records management systems and formulating filing systems.
• Enters, reviews, and takes action on assigned requests in designated records tracking systems.
• 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.
• 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.
• Provides input and implements approved protocols regarding any remediation efforts necessary following a disaster.
• May assist with developing and conducting records management training for agency staff.
• Participates in training reviews and developments.
• Assists with providing “real world” examples to further enhance training modules.
• Assists in evaluating and analyzing records management business processes and provides recommendations for improvement.
• Provides input and participates in workgroups to review current business processes and collaborates with others to identify areas of streamlining and simplification.
• 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, Adobe Acrobat).
• 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 administrative support, general office, clerical, secretarial or DFPS experience.
• Current employment experience with DFPS Records Management Group preferred but not required.

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.