Records Analyst - EMS

Job Description:

Records Analyst - EMS

Description

JOIN THE CITY OF AUSTIN TEAM

At the City of Austin, we are more than just an employer-we are a vibrant community dedicated to shaping one of the nation's most dynamic and innovative cities. Our guiding principles-Empathy, Ethics, Excellence, Engagement, and Equity - anchor our approach in delivering services that significantly impact the lives of Austin residents. Joining the City of Austin means embarking on a purposeful career, contributing to the community, and being part of a forward-thinking organization that values every employee.

What Makes the City of Austin Special?

• Make a Difference: Join a team driving meaningful change in one of the fastest-growing cities in the nation.
  
• Diverse and Inclusive Workplace: Work in an environment where every voice is valued, and Innovation thrives.
  
• Competitive Benefits: Enjoy a comprehensive compensation package that includes generous leave, work-life balance programs, and extensive benefits.
  
• Retirement Security: Plan for the future with the City of Austin Employees' Retirement System.
  
• Sustainable Transportation Options: Commute easily with access to public transit and bike-friendly infrastructure.
  
• Focus on Wellness: Stay healthy through wellness programs, on-site fitness centers, and mental health support.
  
• Career Growth: Advance your skills and expertise with professional development and leadership opportunities.
  
• Modern Workspaces: Work in innovative and sustainable environments designed to foster collaboration and inspiration.
  

By joining us, you become part of a community that values its people and is committed to making Austin the most thriving and resilient city in the country.

The City of Austin's Emergency Medical Services Department provides 9-1-1 emergency medical response to the citizens of Austin and Travis County serving a population of over 2.2M citizens in a service region of over 1,039 square miles. While most of the assistance we give to the community is medical in nature, the smallest part of what we do involves truly time-critical life-threatening emergencies. Yet everything we do is about service: service to our patients, their families and loved ones; service to our community; and service to the people who make up Austin-Travis County Emergency Medical Services.

The Records Analyst is responsible for overseeing the development and Implementation of Records management within Austin-Travis County EMS as delegated by the Records Administrator. There person in this role will be responsible for completing request from various sources and complying with all regulatory requirements for releasing confidential information.

Additionally, The Records Analyst is tasked with the effective and appropriate management of the organization’s records from their creation through to their disposal. This role ensures that the organization’s records are accurate, complete, and can be accessed and used when needed.

Job Description:

Records Analyst

Purpose:

Single point of contact (SPOC) for the development, implementation, and administration of a departmental records and information management program.

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. 6. 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 - Supervisor 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.
  

Minimum Qualifications:

• 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 and Certifications Required:

• Must have valid Texas Driver License.
  
• Must have City of Austin’s Records and Information Management Certificate or must obtain Certification within two (2) years of hire/appointment.
  

Preferred Qualifications:

• Experience with HIPPA, Hitech, and Release of Information practices.
  
• Knowledge of Subpoena notification requirements.
  
• Experience with completing affidavits, deposition questions, and cross examination questions.
  
• City of Austin’s Records and information Management Certification.
  

Notes to Candidate:

Regarding your Application:

• A detailed, complete City of Austin employment application is required to evaluate your qualifications and, if selected as a top candidate for the position, will be used when determining salary.
  
• Statements like “see resume” will not count when determining experience. Please be thorough in completing the employment application and list all experience that is relevant to this position. The application and resume must include dates (month and year) for each job history entry. In addition, the resume information must match the information on the application.
  
• Please describe your specific experience as it relates to the minimum and preferred qualifications when responding to the supplemental questions on the application. The responses to the supplemental questions should reference the employment history listed in the employment history section.
  
• Incomplete applications will not be considered.
  
• A cover letter and resume are required for this position.
  

EMS reserves the right to close posted positions prior to the advertised close date, based on recruitment strategies and business needs.

Salary:

$26.03-$31.04

Location:

15 Waller St

Hours:

8:00 a.m. - 5:00 p.m. Flexible

Veterans:

Veterans, we thank you for your service and welcome your application. If you are selected as the top candidate for the position you will be required to provide your DD214.

Internal Applicants:

Employees in Good Standing, who are candidates within the Department or division that the position resides in, and who meet the minimum and preferred qualifications for the position will be included in the initial interview.

ATCEMS employees must remain in Good Standing through the Top Candidate Selection phase at which time the Good Standing status will be re-verified.

Please be aware that the Job Posting Close Date reflects the final day to apply, but the posting will close at 11:59 PM the day before the date listed. All application steps, including attachments and submission, must be fully completed before that time.

We also recommend that you save or print a copy of the job posting for your records. Once a posting has closed, it will no longer be viewable in the system.

EEO Statement for City of Austin:

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.

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.

Closing Date/Time: 2025-10-17