Records Analyst

Job Description:

Records Analyst

Description

Minimum Qualifications
Education and/or Equivalent Experience:

• Graduation with a Bachelor’s degree from an accredited college or university plus one (1) year of records management experience.
• Experience may be substituted for the required education up to a maximum of four (4) years.
• Completion of COA Records Management Certificate Program may substitute for two (2) years of experience or education.

Licenses or Certifications:

Must have valid Texas Driver’s License.
Must have City of Austin’s Records and Information Management Certificate or must obtain Certification within two (2) years of hire/appointment.
Notes to Applicants
This position will serve as the Single Point of Contact for developing, implementing, and administration of Planning Departments records and information. This position will coordinate with liaisons within the respective divisions of Planning Department, engaging in proper ordering of records from Iron Mountain, trainings, outlining standard operating procedures, and ensuring project timelines are met.

The mission of the Planning Department is to provide equitable and people-centered planning services to shape an Austin where everyone can thrive.

Pay Range
$25.74 - $30.50

Hours
Generally, Monday - Friday
8:00 a.m. - 5:00 p.m., with flexible and hybrid work schedules available.

Telework opportunities may be available after an initial training period. Telework, if approved can be up to 50% hybrid. Hybrid schedules are subject to change to meet the business needs of the department.

This position may need to work occasional evening and weekend hours.
Job Close Date 10/14/2024 Type of Posting External Department Planning Department Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Professional Location 6310 Wilhelmina Delco Drive Preferred Qualifications
Preferred Experience:

• Experience in professional records and information management for a large and complex organization, including records classification projects, best practices, principles, standards, industry trends, and compliance requirements.
• Experience with the Records Management Software system Gimmal
• Experience and familiarity with SharePoint Microsoft Software (Word, Excel, PowerPoint)
• Experience with data management and tracking information using spreadsheets or other data management software.
• Experience developing and implementing records management policies, standards, and procedures and delivering records management training and presentations to user groups in person and through written communication.
• Experience creating and maintaining databases and/or tracking systems independently and with a team.

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.


Coordinates the development and implementation of departmental records and information management programs. Reviews the effectiveness of departmental record-keeping practices and proposes recommendations for improvement. Coordinates the development and implementation of departmental records management policies, standards, and procedures for, indexing, classification, retention, disposition, and protection Oversees the completion and ongoing maintenance of the department’s records inventory. Coordinates the review process for the department’s records control schedules and submits them to the Office of the City Clerk for review and approval. Works with the Office of the City Clerk to maintain the control schedules and keep them up-to-date. Assists with the identification of the department’s vital records and the creation and maintenance of the department’s vital records protection and disaster recovery plans. Develops and delivers records management training programs and materials including policies, standards, and procedures Reviews and approves requests to transfer departmental records to the Records Center or destroy records that have met retention requirements. Reviews and approves the disposition of the department’s records and submits disposition requests to the Office of the City Clerk. Attends meetings, recommends tasks for, and evaluates the performance of, the department’s Records Management Team. Attends corporate/departmental Records Management Team meetings and coordinates with the Office of the City Clerk. Prepares an annual report on the status of the department’s records and information management program.

Responsibilities- Supervision and/or Leadership Exercised:

none
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, technologies, and requirements.
• Knowledge of their department’s services and operations and the records, data, and information systems that support them.
• Knowledge of departmental practices, policies, and procedures. Familiarity with local, state, federal guidelines, laws, and regulations related to records and information management.
• Knowledge of the City’s practices regarding retention schedule development.
• Knowledge of the City’s practices regarding disaster planning and business recovery techniques for records.
• Knowledge of departmental disaster planning and business recovery plans.
• Knowledge of the City’s practices regarding the management of records with historical value.
• Knowledge of training methodologies and techniques including, curriculum development. Ability to train others
• Skill in multi-tasking and prioritizing job duties
• Skill using computers and standard desktop software applications.
• Skill in oral and written communication
• Skill in analysis, problem solving and decision making.
• Skill in communication, team building, and coaching.
• Ability to write formal policy and procedure documentation.
• Ability to work with all levels of staff. Strong customer service orientation.

Criminal Background Investigation This position does not require a Criminal Background Investigation EEO/ADA
City of Austin is committed to compliance with the Americans with 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 Texas Relay by dialing 7-1-1.

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 within the 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 plus one (1) year of records management experience. Any combination of related education or experience may be substituted. Completion of COA Records Management Certificate Program may substitute for two (2) years of experience or education. Do you meet the minimum requirements for this position?

• Yes
• No

* Do you have experience working with requests under the Texas Public Information Act?

• Yes
• No

* Describe your experience working with the State/City Records Management Retention policies.
(Open Ended Question)
* This position requires a Valid Texas Driver’s License. Do you have a Valid Texas Driver’s License or if selected for this position, do you have the ability to acquire a Valid Texas Driver’s License by your hire date?

• Yes
• No

* The City of Austin Driver Eligibility Standards require that External New Hires meet the City’s Driver Record Evaluation (DRE) requisite. To be considered for a driving position, applicants cannot have more than three moving violations or a total of six Driver Record Evaluation points within a period of thirty-six (36) months. Do you meet this requirement?

• Yes
• No

Optional & Required Documents

Required Documents Cover Letter Resume Optional Documents