This Records Analyst II position will include a combination of duties wich include 70% Records Analyst duties and 30% Archivist work.
At an intermediate level, designs and implements programs and policies to ensure appropriate management of records including printed, nonprinted and electronic materials. Oversees activities associated with the life cycle of records. Maintains knowledge/information in a physical records center and/or a computer-based system. Performs subject classifying and cataloguing of various types of media. Conducts records research and prepares comprehensive and useful summaries of findings to requesting personnel. Provides assistance to customers in all aspects of records and information management. Assists departments with setting up and utilizing document and records management systems, formulation and structuring filing systems, conversion and implementation of active files and appropriate storage and preservation of inactive records. Researches and recommends new systems and applications to improve information storage, access and retrieval methods. Provides input into the development of record retention policies, practices and procedures. This position utilizes knowledge and experience in own discipline but is still building higher-level knowledge and skills. Utilizes discretion and independent judgment to determine an appropriate approach within general parameters and some guidance from supervisor, manager and/or more experienced colleagues. Guides and advises clerical records staff.
This general overview only includes essential functions of the job and does not imply that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instruction and to perform any other job-related duties requested by supervisor or management.
- Evaluates and determines records management needs for departments and workgroups through utilizing criteria for volume of records, amount of official records managed, confidential records and business continuity. Develops recommendations and procedures for creation, control, storage and disposal of those records used in a business process.
- Makes recommendations to users to improve collaboration and compliance associated with information creation, storage and retrieval through gathering and analyzing user information requirements.
- Provides user support for document and records management systems, including trouble shooting user errors. Refers more complex problems to staff responsible for systems.
- Assists in developing records compliance and records retention programs. Analyzes compliance with programs and supports implementation efforts to ensure that customers follow the policies and procedures of the program. Analyzes department records, classifies records and researches the appropriate retention value for each class of records. Prepares retention schedule drafts for review and approval. Acts as a liaison between user departments and Records and Archives regarding issues of retention and disposition. Oversees entry of records inventory into records management system to ensure accuracy and compliance with retention/disposition guidelines. Provides user training on operation of records management program.
- Develops and implements quality assurance guidelines/practices, reporting mechanisms and measurement metrics for electronic document and records management systems.
- Works with departments to identify vital records. Recommends and implements proper procedures for vital record protection.
- Creates written documentation of work flow and processes for managing all record types within departments.
- Develops and administers training programs for staff and user departments to ensure standardization of electronic document and records systems and their effective use.
- Maintains knowledge and awareness of current industry trends as well as current methods and technologies related to records management.
- Incumbents in Records and Archives perform work by traveling independently to various locations as scheduled.
Six or more years of experience in records management, archival administration or library/information science. A degree(s) in records management, library/information science or relevant field may be substituted per LCRA guidelines for certain years of experience.
Records and Archives only: Driver’s license