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Records Analyst I
4 months ago
Records Analyst I
Under general supervision, performs a variety of support services for the Procurement and Contracting Services (PCS) Division, including clerical duties, monitoring a shared Microsoft Outlook mailbox, processing incoming file retrieval requests, responding to staff inquiries about records storage, updating associated tracking logs; assist in records maintenance and destruction operations, preparing records for off-site storage, receiving bids and proposals, and other duties as assigned. Assignments are set within procedural frameworks established by higher-level positions. Person/persons in this position are required to exercise some judgment in selecting appropriate established guidelines to follow. Significant deviations from established guidelines require prior approval from the supervisor. Essential Job Functions:
(50%) Ensure that any file request processed by this position in response to a request from any member of HHS is completed within 2 business days of receipt by pulling the file either electronically or hardcopy file, reviewing paper file documents, scanning or checking out the file in the CFR Master Inventory excel file, entering a new request in the CFR File Request Tracker that will generate an automated email to the requestor with link to track the status of the request. Additionally, with the Purchaser present, verify that all the files on the check-out request are being provided to the Purchaser at the time the Purchaser arrives to collect the requested hardcopy files. Serves as backup to the PCS Bid/Response receiving area which includes time stamping, tracking, logging, and delivery of bids and responses to the appropriate purchaser in a timely manner. This job requires the ability to move or lift 40 lbs. boxes.
(20%) Assist with preparing files for records storage and destruction, including pulling boxes of files or single files from shelves and filing cabinets, creating file inventory lists, boxing, labeling, and carrying boxes and placing on pallets in staging areas for transfer or disposal of records; assist in annual quality review for PCS records stored off-site.
(10%) Process the intake of procurement files submitted for storage; physically receive files, verify the accuracy of the file inventory sheet, record receipt into the CFR Master Inventory file in SharePoint, send emails confirming receipt, verification, and processing of the files submitted.
(10%) Produce upon request a report that lists all files currently checked-out by a requested staff member.
(10%) Perform other duties as assigned, including input of policies and procedure, participate and/or serve in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. May include the monitoring and assisting of multiple email boxes; PCS open records, PCS Audit, PCS Bid room.
Knowledge Skills Abilities:
Knowledge of office practices and administrative procedures; contract management policies and procedures; and of state records retention policies and procedures;
Skill in in the use of office machines and equipment and in the use of a computer.
Experience with the use of desktop business applications (e.g., Microsoft Word, Excel, etc.).
Skill in being detailed oriented;
Skill in providing customer service;
Ability to collect, analyze, and interpret technical information; to identify problems and plan corrective actions; to prepare and submit reports; to understand and follow instructions; to interpret policies and procedures; and to communicate effectively.
Must be able to lift and/or move 40 pounds.
