Records Analyst

State of Indiana•Indianapolis, IN

39d•$31,668•Onsite

About The Position

Begin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering a range of opportunities across 60+ agencies. At the state, you'll find competitive compensation, a robust benefits package and a commitment to work-life balance. Most importantly, you'll have the chance to make a real and measurable impact on the lives of Hoosiers across Indiana. About the Indiana Department of Transportation: The Indiana Department of Transportation (INDOT) provides a dynamic workplace that serves Indiana citizens, improves our state's quality of life, and enhances its economic opportunity. INDOT has a number of innovative programs and projects, including Public-Private Partnerships, Green Initiatives, and cutting-edge uses of materials and assets. As part of the State of Indiana, INDOT offers a competitive total compensation package, as well as outstanding work/life balance. Whether you are an established professional in the transportation field or just starting your career, INDOT has exciting and challenging opportunities for you. Role Overview: Responsible for the preparation and scanning of various types of INDOT documents into the Electronic Records Management System (ERMS). After scanning is complete, a quality control check needs to be conducted to make sure everything has been scanned and released properly in the system. Responsible for printing the letting report (construction plans) on a weekly basis for all INDOT Districts. Make sure the plans are mailed out in a timely manner, as this is key for each District for reference of all the projects that are handled by INDOT. Responsible for working on the newspaper advertisement introduced by the Real Estate Department, this guarantees INDOT's is advertising what is being acquired by the agency per IC 5-3-1-1.5. Location: This position is located in INDOT's Central Office. Salary: This position traditionally starts at an annual salary of $31,668.00. Salary for this position may be commensurate with education and job experience. A Day in the Life: The essential functions of this role are as follows: Follow senior analyst's instructions and assist in implementation of forms/records analysis projects. Process incoming records in accordance with retention schedules and consult with senior Records Analyst or agency Program Director to determine which records should be stored permanently for historical significance. Accession or record, according to order of acquisition, incoming records by agencies and categories. Prepare descriptive records labeling and card catalog, accession register and inventory for permanent and/or Archival storage of records. Pick up and direct transferring of agency records to Archives. Locate requested references and coordinates Record Center items. Provide guidance to clerks and temporary employees on special projects. Receive instruction and training in records/forms analysis from senior analysts. Implement confidentiality procedures for forms and other records and follows established security measures. Assist in implementing paperwork simplification projects and prepares records for disposal or storage according to senior analyst's instructions. Move and shelf records as instructed by senior co-workers. Assist with forms design. The job profile is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

Requirements

Knowledge and skill typically acquired through a bachelor's degree; related academic training plus comparable work experience or comparable work experience alone may substitute for a bachelor's degree where appropriate.
Practical knowledge of agency policy, practice and objectives including structure and principles of laws and administrative rules concerning legal, historical and administrative value of records.
Practical knowledge of history regarding judging historical significance of records.
Practical knowledge of research methods and practices needed to direct or inform patrons of location of references.
Practical knowledge of practices and methods of Records Analysis and storage related to retention methods, organizing and cataloging of records for retrieval and appropriate accessioning of records.
Working knowledge of information management process: from forms development, through agency use and retention, to final disposition in Records Center or Archives.
Working knowledge of printing and bindery methods, techniques and/or practices used for proper records retention and storage.
Working knowledge of principles of forms design.
Working knowledge of, and ability to use, modern office equipment including typewriters, personal computers, copiers and other equipment.
Ability to lift heavy boxes of records and work in dusty, confined storage spaces.
Ability to communicate effectively.
Able to perform essential functions with or without reasonable accommodation.

Responsibilities

Follow senior analyst's instructions and assist in implementation of forms/records analysis projects.
Process incoming records in accordance with retention schedules and consult with senior Records Analyst or agency Program Director to determine which records should be stored permanently for historical significance.
Accession or record, according to order of acquisition, incoming records by agencies and categories.
Prepare descriptive records labeling and card catalog, accession register and inventory for permanent and/or Archival storage of records.
Pick up and direct transferring of agency records to Archives.
Locate requested references and coordinates Record Center items.
Provide guidance to clerks and temporary employees on special projects.
Receive instruction and training in records/forms analysis from senior analysts.
Implement confidentiality procedures for forms and other records and follows established security measures.
Assist in implementing paperwork simplification projects and prepares records for disposal or storage according to senior analyst's instructions.
Move and shelf records as instructed by senior co-workers.
Assist with forms design.

Benefits

Three (3) medical plan options (including RX coverage) as well as vision and dental plans
Wellness Rewards Program: Complete wellness activities to earn gift card rewards
Health savings account, which includes bi-weekly state contribution
Deferred compensation 457(b) account (similar to 401(k) plan) with employer match
Two (2) fully-funded pension plan options
A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to:
150 hours of paid New Parent Leave and up to eight weeks of paid Childbirth Recovery Leave for eligible mothers
Up to 15 hours of paid community service leave
Combined 180 hours of paid vacation, personal, and sick leave time off
12 paid holidays, 14 on election years
Education Reimbursement Program
Group life insurance
Referral Bonus program
Employee assistance program that allows for covered behavioral health visits
Qualified employer for the Public Service Loan Forgiveness Program
Free Parking for most positions
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