Records Analyst Assistant

Travis County•Austin, TX

3d•Onsite

About The Position

Under close supervision, performs highly advanced work in coordinating and carrying out responsibilities involving criminal records. Performs detailed and complex legal procedures associated with the receipt, review and processing of court documents and the review of criminal histories and legal documents to take appropriate actions, as required by court order. Conducts inventories and analysis to determine departmental record-keeping requirements. Conducts daily coordination with all legal entities involved with incarceration records. Conducts statistical research for agency and position analysis. Creates and maintains computerized records and electronic tracking systems and implements office procedures for these systems. Assists in the transition of records to final disposition. This is the first in a series of four record analyst-related job classifications within the Professional Support job family. This classification performs general office duties to fulfill duties pertaining to operations of Records Management. This classification performs duties pertaining to records analysis, storage and management and also performs other routine office duties. This classification is distinguished from the Records Analyst Associate in that incumbents typically have no experience and perform routine office duties requiring entry-level knowledge, skills, and abilities.

Requirements

Bachelor's degree in Records Management, Public Administration, Business Administration, Library and Information Sciences or a directly related field; OR, Any combination of education and experience that has been achieved and is equivalent to the stated education and experience and required knowledge, skills, and abilities sufficient to successfully perform the duties and responsibilities of this job.
Applicants are required to attach a resume with the online application.
Knowledge of Federal, State, Local and County laws, rules, regulations and guidelines applicable to records management.
Knowledge of Standard practices and techniques of records management, including file management techniques.
Knowledge of Principles and procedures of record keeping.
Knowledge of Records and Information Management technologies.
Knowledge of Computer equipment to include word processing, spreadsheets, databases and records management software applications.
Knowledge of Business letter writing, grammar and punctuation, and report preparation.
Skill in Interpreting a variety of instructions furnished in written, oral, diagram, or schedule form.
Skill in Using basic arithmetic, including calculating figures such as proportions, percentages, areas and volume.
Skill in Evaluating value and type of documents.
Skill in Conducting records inventory.
Skill in Problem-solving and decision-making.
Skill in Conducting research.
Skill in Interacting with the public and providing customer service.
Skill in Both verbal and written communication.
Ability to Read, analyze, and interpret general business periodicals, professional journals, technical procedures, and governmental regulation.
Ability to Communicate effectively, present information and respond to questions.
Ability to Maintain databases.
Ability to Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to Compile and analyze data, and to write clear and comprehensive reports, business correspondence, and procedure manuals.
Ability to Interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Ability to Establish and maintain effective working relationships with departmental support staff, other County employees and officials, representatives of outside agencies, clientele, attorneys, judges and the general public.

Nice To Haves

No experience required for this entry-level classification.

Responsibilities

Receives, authenticates, maintains, disseminates, and tracks departmental records and information.
Documents the sealing or destruction of records as mandated by establishing procedures.
Provides plain or certified copies of records upon request.
Interacts with the general public by handling records requests.
Responds to requests in person, by mail, and by telephone in accordance with established policies, procedures and regulations.
Reviews records and reports to determine proper media (paper, microfilm), reproduction processes, and electronic data processing required.
Recommends changes or modifications in procedures, utilizing knowledge of departmental processes, uniform coding systems and filing methods.
Provides policy, procedural, and technical advice on routine records management issues.
Conducts inventories and performs analysis to determine departmental recordkeeping requirements.
Assists with the evaluation and assessment of long-term security of departmental documents and document management systems.
Implements security goals and objectives in the development and enhancement of electronic workflow and filing systems.
Prepares documents for imaging, operates electronic scanning equipment, and converts scanned material to digital format.
Performs image validation to ensure all documents are imaged and indexed correctly.
Ensures safety, security, and confidentiality of digitized records.
Compiles and maintains statistical reports to track data, extracting and compiling data from multiple databases.
Maintains production reports.
Edits and inspects documents to ensure the integrity of the document.
Implements quality control procedures for all records.
Reviews records to determine timetables for transferring active records to inactive or archival storage.
Coordinates off-site records storage, including contracts with storage providers.
Must successfully complete TCIC/NCIC training.
May perform various clerical and administrative tasks involving processing of forms, letters, data entry/retrieval, equipment maintenance and inventory control.
Performs other job-related duties as assigned.