Records Analyst

Community Transit • Everett, WA

14d • Hybrid

About The Position

As a Records Analyst I, you will serve as a subject matter expert on records and information management (RIM). You will assist with developing the strategic plan for records management and supporting initiatives and improvements to mature the agency’s records and information management program. You will work under general supervision, provide consultation to agency staff, and manage day-to-day operations to ensure records and information management is efficient, transparent, and complies with applicable regulations.

Requirements

• 2 years of experience performing highly detailed work such as scheduling, data entry, and document management.
• 1 year of experience managing projects or programs.
• An equivalent combination of education and experience to successfully perform the job duties is also accepted.
• Detailed knowledge of MS Office suite including scheduling, document creation, and report generation applications.
• Program or project management techniques and tools.
• Process analysis techniques and tools.
• Fostering an inclusive workplace by upholding Community Transit’s core values in support of the organization’s vision and mission. Inspiring team commitment, pride, and trust while promoting cooperation and motivating members to achieve shared goals. Demonstrating courtesy, sensitivity, and respect in all interactions.
• Analyzing data and summarizing findings in clear, actionable formats.
• Researching and analyzing complex problems to develop, recommend and implement solutions.
• Establishing and maintaining effective working relationships with internal and external contacts and groups.
• Communicating effectively in writing and verbally, presenting information clearly, concisely, and with actionable guidance.
• Presenting technical and non-technical information to audiences with varying levels of technical expertise.
• Working effectively both independently and as part of a team, at times with limited supervision.
• Managing multiple tasks simultaneously and effectively and adjusting to changing priorities.
• Maintaining objectivity and using data to inform collaborative decision making.
• Meeting strict deadlines.
• Demonstrating strong attention to detail with ability to perform accurate and efficient data entry.
• High level proficiency in such applications as Excel, Word, Smartsheet, PowerPoint, SharePoint, OneDrive, Outlook, and Smartsheet.
• Collecting, analyzing, and interpreting complex data and comprehensive reports.
• Maintaining confidentiality and communicating with tact and diplomacy.
• Ability to update skill sets rapidly as technology and business requirements change.

Nice To Haves

• Associate degree in an applicable field.
• Records Management Training or Certification (Certified Information Professional, Certified Records Analyst, Certified Records Manager, or Information Governance Professional).
• Transit, Transportation, or similar public agency experience.
• Experience and training in process improvement, lean or kaizen.

Responsibilities

• Provide technical advice and guidance on physical and electronic records management as outlined in federal and state retention laws.
• Assist with developing and implementing strategic plans, goals, and initiatives that reduce risk and support agency, department, and division goals.
• Act as an analyst for records management program and projects, which may include any of the following: Overseeing the transfer of department records to inactive storage and archives.
• Disposing of agency records following applicable retention guidelines.
• Leading bi-annual retention schedule updates, leveraging the guidance provided by the Washington State Archives and partnering with staff from across the agency.
• Designing, implementing, and supporting innovative solutions to manage the life cycle of electronic and physical records.
• Driving individual and team documentation and record cleanup initiatives.
• Supporting the planning and implementation of collaboration and records management tools, including SharePoint and OneDrive.
• In collaboration with team members, develop and deliver training and reference materials used agency wide. Training includes learning management system (LMS) training modules, a library of helpful resources, and a records management overview for new staff.
• Policy Development: Collaborating with other staff, assist to develop, recommend, and establish policies and procedures for records access, retention, and disposition. Serve on department/division planning and policy-making committees.
• Process Improvement: Collaborating with agency staff, assist with making procedural or systems changes based on agency business needs and strategic direction, regulatory changes, industry trends, or to improve efficiency.
• Implement and support systems and tools as needed. Develop complex reports. Create dashboards using business intelligence software and other tools that provide data for management review and action. Design and implement new functionality into current systems to meet evolving business needs and improve the efficiency of existing business processes.
• Analysis and Review: Maintain a dashboard and KPIs to track agency email, document storage, and records volumes to identify trends and patterns. Facilitate the Generally Accepted Recordkeeping Principle (GARP) assessment to track the maturity of the RIM program and identify opportunities for improvement.
• Perform other duties of a similar nature or level.

Benefits

• Employees (and their families) are covered by medical, dental, vision, basic life and disability insurance.
• Employees participate in the Public Employees Retirement System (PERS) and have the option to enroll in the agency’s deferred compensation plan.
• In addition to WA Paid Sick Leave, employees in this position, accrue of 24 days of Paid Time off (192 hours) in their first year and ten (10) paid holidays throughout the calendar year.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 251-500 employees