Corporate Records Analyst - City of Austin

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Posting Title Corporate Records Analyst
Job Requisition Number: COA076264
Position Number: 115354
Job Type: Full-Time
Division Name: City Clerk-Records Center

Minimum Qualifications

  • Graduation from an accredited four-year college or university with major coursework in a field related to related to the job plus three (3) years of records and information management experience. 
  • Experience may be substituted for education up to a maximum of four (4) years.
  • A Master’s degree from an accredited college or university may be substituted for the required experience up to a maximum of two (2) years.
  • Certified Records Manager (CRM) designation issued by the Institute of Certified Records Managers may be substituted for the required experience up to a maximum of two (2) years. 
  • Professional Certifications issued by ARMA International or AIIM may be substituted for a maximum of one (1) year of the required education or experience.

Licenses and Certifications Required:
Must have valid Texas Driver’s License.
Must obtain Certified Records Manager (CRM) designation within six (6) years of employment.

Notes to Applicants

Pay Range: $23.44 – $29.80 per hour
Hours: Monday – Friday, 8:00 am – 5:00 pm
Job Close Date: 03/17/2017
Type of Posting: External
Departmen: tCity Clerk
Regular/Temporary: Regular
Grant Funded or Pooled Position: Not Applicable
Category: Professional
Location: 301 W. Second Street

Preferred Qualifications

  • Knowledge of best practices regarding records management program development and implementation.
  • Knowledge of professional records and information management theory, best practices, principles, standards, industry trends, technologies, and compliance requirements.
  • Knowledge of electronic records management systems and technologies and digital records management.
  • Skill in oral and written communication. Ability to train others. Knowledge of training methodologies and techniques including curriculum development.
  • Skill in handling multiple tasks, coordinating support for assigned departments, and prioritizing job duties. Skill in planning and organizing.
  • Ability to establish and maintain good working relationships with the public and City employees at all levels. Strong customer service orientation.
  • Skill in data analysis, decision making, and problem solving. Skill in planning and organizing. Ability to keep up-to-date with emerging technologies and apply this knowledge to daily activities.

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.

1. Coordinates, facilitates, and helps develop the City-wide records management program. 
2. Analyzes, recommends and implements records and information management requirements and process improvements for existing and new business processes and systems. 
3. Participates in the development and implementation of records management policies, standards, and procedures for indexing, classification, retention, disposition, and protection
4. Reviews departmental annual reports, records inventories, and record keeping operations and makes recommendations for improvement. 
5. Audits departmental compliance with the City’s records management program. 
6. Serves on the Records Management Team for assigned departments and acts as single point of contact for records management matters. 
7. Develops, maintains, reviews and approves City-wide records control schedules andfile plans.
8. Plans, develops, and presents training programs to all levels of City staff
9. Researches professional best practices, standards, and records management requirements. Performs records management needs assessments for departmental participation in records and information management projects. Prepares recommendations, reports, and summaries as required.
10. Reviews and approves departmental requests to transfer inactive records to the Records Center or destroy records that have met retention requirements.
11. Coordinates, facilitates, and helps develop the City-wide disaster, preservation, and recovery program. 
12. Provides mentoring to Department Records Analysts.

Responsibilities- Supervision and/or Leadership Exercised: May provide leadership, training, and mentoring to others.

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, industry trends, technologies, and compliance requirements. Ability to keep up-to-date with emerging trends and apply this knowledge to daily activities.
  • Knowledge of best practices regarding retention schedule development.
  • Knowledge of archival issues, trends, and best practices regarding the management of records with historical value.
  • Knowledge of best practices regarding disaster planning and business recovery techniques for records. Knowledge of training methodologies and techniques including curriculum development.
  • Knowledge of City records and information management practices, policies, and procedures.
  • Knowledge of with records management systems and technologies.
  • Skill in oral and written communication.
  • Skill in handling multiple tasks, coordinating support for assigned departments, and prioritizing job duties.
  • Skill using computers and standard desktop software applications.
  • Skill in data analysis, decision making, and problem solving.
  • Skill in planning and organizing.
  • Skill in communication, team building, and coaching.
  • Ability to keep up-to-date with emerging technologies and apply this knowledge to daily activities.
  • Ability to meet deadlines and communicate the status of projects and assignments.
  • Ability to train others.
  • Ability to write formal policy and procedure documentation.
  • Ability to establish and maintain good working relationships with the public and City employees at all levels. Strong customer service orientation.

    Does this job require a criminal background investigation? This position does not require a criminal background investigation

EEO/ADA

City of Austin is committed to compliance with the American Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call (512) 974-3210 or TTY (512) 974-2445.

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

Supplemental Questions

Required fields are indicated with an asterisk (*).

* This position requires graduation from an accredited four-year college or university with major coursework in a field related to related to the job plus three (3) years of records and information management experience. Experience may be substituted for education up to a maximum of four (4) years. A Master’s degree from an accredited college or university may be substituted for the required experience up to a maximum of two (2) years. Certified Records Manager (CRM) designation issued by the Institute of Certified Records Managers may be substituted for the required experience up to a maximum of two (2) years. Professional Certifications issued by ARMA International or AIIM may be substituted for a maximum of one (1) year of the required education or experience. Do you meet these requirements?

Yes

No

* List any relevant professional, technical, or records management, or information management certifications, specialized training, or degrees you possess.

(Open Ended Question)

* Describe your work experience with developing records management programs, such as conducting records inventories, developing retention schedules, creating classification schemes, or implementing records management policies and procedures.

(Open Ended Question)

* Describe your level of training and expertise with records and information management best practices, standards, and legal requirements.

(Open Ended Question)

* Describe your work experience with applying records management principles and practices to records in digital form (for example email, databases, imaging systems, or document management systems).

(Open Ended Question)

* Describe your experience in developing educational programs and conducting training sessions. This may include “in-person” training, webinars, or computer-based training programs.

(Open Ended Question)

Optional & Required Documents

Required Documents
Cover Letter
Resume
 

Optional Documents