Records Analyst

State of Indiana • Indianapolis, IN

1d • Onsite

About The Position

The purpose of the Records Analyst in Central Office is to serve as the keeper of IDOC incarcerated individuals' records and provide quality support to the Indiana Department of Correction, state and local government agencies, the Attorney General's office, Indiana Parole Board, Social Security Administration, Indiana Commission on Public Records, Indiana State Archives, outside organizations and the public through proper access to institutional and medical data following agency policy and local, state and federal law. This position is situated within the Central Office location in Indianapolis. The records division works directly with eighteen (18) adult facilities including two (2) warehouses, three (3) juvenile facilities, ten (10) parole districts, and the parole board.

Requirements

• 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.

Nice To Haves

• A degree is not required. However, experience applying the outlined knowledge, skills, and abilities in a similar role may be considered.

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
• Free LinkedIn Learning access

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed