Records Analyst II

Department of Public Safety • Houston, TX

3d • Hybrid

About The Position

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. Work involves designing, evaluating, reviewing, recommending, implementing, updating, and maintaining DFPS’ records and information management program. The position works under general supervision, with moderate latitude for the use of initiative and independent judgment.

Requirements

• Graduation from high school or equivalent
• Four years full-time administrative support, general office, clerical, secretarial or DFPS experience.
• 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.

Nice To Haves

• Public Service Loan Forgiveness may be applicable.

Responsibilities

• 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.
• Gathers information to help with the identification of records to ensure they are correctly categorized for records retention and release.
• Provides properly identified records to entitled parties as outlined in the records retention schedule and agency policy and procedures.
• Maintains working knowledge of DFPS IMPACT system in order to properly research and identify records responsive to submitted requests.
• Follows verification procedures to confirm requesters are authorized persons and 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.
• Assist with developing, maintaining, and implementing the agency’s records retention schedule.
• Ensures records are released to external customers in conformance with the approved retention schedule.
• Provides input on developing new record series.
• 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

Benefits

• 100% paid health insurance for you, and 50% paid for eligible family members
• Retirement plans with lifetime monthly payments after five years of state service
• Options to save even more with 401(k) and 457 plans
• Paid vacation, holidays, and sick leave
• Optional dental, vision, and life insurance
• Flexible spending accounts for added tax savings on health and dependent care
• Employee discounts on things like gym memberships, electronics, and entertainment

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED