Senior Records Management Analyst - Teacher Retirement System of Texas

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Salary: $4,598.66 - $7,532.75
Location: Austin, TXAustin, TX
Job Type: Full-Time
Department: RECORDS MANAGEMENT
Job Number: 16-000093
Closing: 9/10/2016 5:00 PM Central

Seeking a talented Senior Records Management Analyst to lead an important new project!

GENERAL DESCRIPTION
The Senior Records Management Analyst performs highly advanced (senior-level) technical planning, development, and implementation of records management programs work.  This work involves developing and implementing agency records management policies and procedures, planning and implementing records retention programs and electronic repositories (like SharePoint), and providing training and technical assistance.  You will work under minimal supervision with considerable latitude for initiative and independent judgment.  This position is located in downtown Austin, and reports to the Records Management Director.
 
Skills: Persuasive, Detail-oriented, Technology focused

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES

Presentation and Records Management

  • Develops, prepares, and delivers oral and written reports and presentations regarding records management plans, operations, activities, achievements, and related issues.
  • Evaluates user needs based on assessments of records, processes, storage, interviews with users, and reviews of current methods and procedures and develops action plans for improvement.
  • Designs records keeping systems such as electronic repositories (SharePoint), taxonomies, classification schemes, and controlled vocabularies to aid users in meeting requirements for access, retention, disposition, and protection of information.
  • Proactively promotes awareness of the TRS records management program and its functions and requirements. Evaluates the applicability of new records management program methodologies, systems, equipment, software, and other technology.
  • Develops requirements for Microsoft SharePoint electronic record repositories, and FileNet application(s) for records with special access or long-term retention requirements.
  • Coordinates file conversion. Maintains the agency vital records list and recommends processes to protect identified records.Prepares project status reports.
  • Analyzes and evaluates current records management policies, procedures and processes, and develops and implements recommendations for improvements.
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Training and Technical Assistance

  • Actively participates in and coordinates records management related projects that have an agency-wide impact.
  • Trains and advises agency managers and staff on records management policies, procedures, processes, technology, issues, trends, and developments.
  • Trains users in new records systems and electronic repositories (such as SharePoint).
  • Trains and provides technical assistance to department staff on Microsoft SharePoint, FileNet P8, and department website.
  • Assists in the review of records-related risk management evaluations.
  • Conducts new employee orientation sessions regarding records management and records retention.

Records Retention

  • Plans, develops, implements, and maintains agency records retention programs.
  • Makes recommendations on retention schedule updates.
  • Analyzes records inventory results and develops and communicates records retention schedules.
  • Researches and recommends alternative methods for maintaining records based on access requirements, volume, and retention periods.
  • Coordinates with business units and Information Technology to incorporate information lifecycle management into legacy data systems in accordance with approved retention schedules.
  • Monitors records retention activities and recommends corrective actions or changes to conform to agency policies, state and federal regulations, and modern records management practices.
  • Coordinates with and submits reports to the State Library regarding transfer of applicable records and other records retention issues as needed.

MINIMUM QUALIFICATION REQUIREMENTS/LICENSES AND CERTIFICATIONS

Education:

  • Bachelor's degree from an accredited college or university.
  • High school graduation or equivalent and full-time records management, information systems, process analysis or related progressive experience may substitute for the required education on an equivalent year-for-year basis.

Experience:

  • Six (6) years of progressive full-time records management, information systems, process analysis or related experience.
  • One (1) year of experience developing and maintaining records retention schedules, policies, and procedures.
  • Experience may be concurrent.
  • Graduate degree in Records Management, Library Science, Management Information Systems, Business Administration, Public Administration, Public Administration or related field may substitute for one (1) year of the required experience.

Registration, Certification, or Licensure: None

Preferred Qualifications:

Current certification or progress towards pursuing at least one or more of the following certifications:

  • Certified Records Manager
  • Certified Information Governance Professional (ARMA)
  • Certified Document Imaging Architect
  • Certified Information Professional (AIIM)
  • Seven (7) years of full-time records management, information systems, process analysis or related experience.
  • Five (5) years of experience developing and maintaining records retention schedules, policies, and procedures.
  • Experience in records management with a Texas state agency.
  • Experience managing pension and/or insurance records.
  • Experience with Microsoft SharePoint.
  • Experience with IBM Enterprise Records and/or FileNet P8.
  • Experience may be concurrent.

KNOWLEDGE SKILLS AND ABILITIES/PHYSICAL REQUIREMENTS

Knowledge, Skills and Abilities

Knowledge of:

Records management theories, practices, techniques, rules, and regulations.
ARMA's The Principles.
Texas Public Information Act.
Current and emerging technologies for managing electronic information and records.
The use of automated systems, software, and equipment associated with records management, particularly as they apply to records retention.
Information management system design, taxonomies, classification schemes, and controlled vocabularies.
Project management principles and practices.

Skill in:

Project management and in planning, organizing, and prioritizing work assignments to manage a high-volume workload in a fast-paced and changing environment.
Completing detailed work with a high degree of accuracy.
Effective written and verbal communications, including preparing and delivering complex reports, presentations, and training sessions.
Using a computer in a Microsoft Windows environment with word processing, spreadsheet, and other business software including electronic repositories such as SharePoint.
Providing quality customer service.

Ability to:

Establish and maintain harmonious working relationships with co-workers, agency staff, vendors, contractors, and other external customers.
Maintain and protect confidentiality of member information.
Work effectively in a professional team environment.


Physical Requirements and/or Working Conditions

Work is performed in a standard office environment and requires:

normal cognitive abilities including the ability to learn, recall, and apply certain practices and policies;
marginal or corrected visual and auditory requirements;
constant use of personal computers, copiers, printers, and telephones;
the ability to move about the office to access file cabinets and office machinery;
occasional moving/transporting of boxes containing records weighing up to 30 pounds;
frequent sitting and/or remaining in a stationary position; and
the ability to work under deadlines, as a team member, and in direct contact with others.

Workforce Expectations

Must be able to:

regularly, reliably, and punctually attend work;
work extended hours as necessary;
travel occasionally for work assignments and trainings;
show flexibility and adaptability toward changes in assignments and work schedules;
adhere to the agency's internal management policies and procedures; and
exhibit work behaviors consistent with agency core values.