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Records Analyst II
4 months ago
The Records Analyst II performs complex (journey-level) records and information management work in DFPS’ Records Management Group (RMG) Division to protect, provide, and preserve the agency’s records The Records Analyst ll evaluates, reviews, recommends, implements, updates, and maintains DFPS’ records and information management program. The Records Analyst ll processes records by interpreting and implementing local state and federal laws, rules, and agency guidelines regarding confidentiality. This position must exercise independent judgement in the interpretation and implementation of local state and federal law and policies which govern the agency’s records. This position is required to work with a very high degree of accuracy to avoid possible civil and criminal liability. The position routinely works in a fast-paced environment under general supervision, with moderate latitude for the use of initiative and independent judgment. Essential Job Functions:
•Provides assistance to internal and external customers on a variety of matters related to records and information management, including:
Developing and maintaining working relationships with program and administrative units to provide technical assistance on policies and procedures.
Verbal and written communication with internal and external customers on questions or concerns regarding records products and services, while also following agency guidance and observing any legal restrictions on information sharing.
• Ensures the records requests are correctly categorized for records release.
Provides properly identified records to entitled parties as outlined in the records retention schedule and agency policy and procedures.
Maintains technical knowledge of DFPS systems such as IMPACT and CLASS to properly research and identify records responsive to submitted requests.
Adheres to verification procedures to verify requesters are authorized persons entities.
• Receives records requests and works with legal counsel and other employees to gather appropriate records in accordance with the Public Information Act (PIA), ensures appropriate redactions have been made, and determines cost estimates.
Completes assignments of providing records in accordance with the PIA and other statutory requirements related to DFPS case records.
Seeks guidance from DFPS’ records attorney and management to ensure established redaction rules are interpreted and applied appropriately.
Enters and maintains accurate information in agency records request systems, using approved tools to track records productions for immediate release and future retrieval.
• Advises agency employees and works with legal counsel regarding the dissemination of agency records in accordance with all applicable laws, policies, and procedures.
Provides information to agency employees as requested and refers additional questions to agency’s Records Management Officer.
• Utilizes records management systems.
Enters, reviews, and processes assigned requests in records tracking systems.
Verifies, researches, and analyzes requests ensuring appropriate and timely redactions.
• Assist with developing, maintaining, and implementing the agency’s records retention schedule.
Participates in training reviews and developments.
Assists with providing “real world” examples to further enhance training modules.
• Assists in evaluating and analyzing records management business processes and provides recommendations for improvement.
Provides input and participates in workgroups to review current business processes and collaborates with various staff to identify areas of streamlining and efficiency.
• Assists with setting up and utilizing records management systems and formulating filing systems.
Reviews, and takes action on assigned requests in designated records tracking systems.
Validates, researches, authenticates, tracks, and analyzes all requests for records, ensuring appropriate routing and timeliness.
Prepares, edits, and submits reports to management on work product.
• Assists in evaluating and analyzing records management business processes and provides recommendations for improvement.
Provides input and participates in workgroups to review current business processes and collaborates with others to identify areas of streamlining and simplification implements approved protocols regarding any remediation efforts necessary following a disaster.
• Performs related work as assigned.
Promotes and demonstrates appropriate respect for cultural diversity among coworkers and all work-related contacts.
Attends work on a regular and predictable schedule in accordance with agency leave policy
Knowledge Skills Abilities:
Knowledge of foundational records management theory and practice.
Knowledge of records management laws, regulations, rules, policies and procedures; and concepts of information governance of various phases of records and information management.
Skill in the use of a computer and applicable software (e.g. Microsoft Suite, Adobe Acrobat).
Skill in planning and prioritizing work activities.
Skill in research activities in a fast-paced business environment
Skill in establishing and maintaining effective working relationships with various levels of personnel in governmental entities and external customers.
Ability to research, analyze, and evaluate data and information to formulate conclusions and communicate guidance verbally or in writing.
Ability to apply standardized information management strategies and procedures to unusual and/or critical situations.
Ability to follow procedures and maintain confidentiality of any information obtained in the position.
Ability to communicate effectively and timely with internal and external customers to manage issues and problems identified, problem-solve, and to recognize when to escalate a situation to management.
