Records Analyst

Records Analyst

• 100% paid health insurance for you, and 50% paid for eligible family members—saving you hundreds every month in out-of-pocket medical costs
• Retirement plans with lifetime monthly payments after five years of state service, plus options to save even more with 401(k) and 457 plans
• Paid vacation, holidays, and sick leave so you can recharge and take care of life outside work (that’s time off you’re actually paid for)
• Optional dental, vision, and life insurance—at rates much lower than most private plans
• Flexible spending accounts for added tax savings on health and dependent care
• Employee discounts on things like gym memberships, electronics, and entertainment

The Records Analyst I performs routine (journey-level) records and information management work in DFPS’s Records Management Group (RMG) Division to protect, provide, and preserve the agency’s records. Work involves assisting in designing, evaluating, reviewing, recommending, implementing, updating, and maintaining DFPS’ records and information management program. The position works under moderate supervision, with limited latitude for the use of initiative and independent judgment.

Essential Job Functions.

• 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 offer 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.

• Scans, stores, indexes, and classifies records.

• Prepares records for scanning and uploading or offsite storage.

• Enters and maintains accurate information in agency storage inventory systems, using approved indexing tools to track records for future retrieval and use.

• Develops and maintains a comprehensive understanding of agency records to classify (identify) them according to the agency’s records retention schedule.

• Performs compliance and quality assurance activities.

• Gathers information to help with the identification of records to ensure they are correctly categorized for records retention.

• Provides technical assistance in identifying record series as outlined in the records retention schedule.

• Follows verification procedures and prepares records for archiving.

• Assists with gathering records to respond to records requests.

• Assists with researching and gathering records in response to requests subject to or exempt from the Public Information Act. Records are in a variety of formats, including paper, photographic, and electronic.

• Determines entitlement of requestors to receive agency records in accordance with local, state, and federal laws.

• Negotiates with requestors the terms and timelines of records requests.

• Charge and process any required fees by cash, credit card or check.

• Assists with setting up and utilizing records management systems and formulating filing systems.

• Enters data into inventory system to facilitate retrieval and disposition of agency records.

• Enters, reviews, and takes action on requests in records request tracking system.

• Validates, research, authenticates, tracks, and analyzes all requests for records, ensuring appropriate routing and timeliness.

• Prepares, edits, and submits reports to management on work product.

• Assists with the identification and transfer of records including preparing records for storage or destruction.

• Entering and updating destruction dates and media held in current location or storage.

• Assist with the transfer of records for archival review.

• Determination of a record’s destruction date based on based on the agency retention schedule.

• Ensures compliance with the transfer of records according to agency policy.

• May assist with the identification of the agency’s vital records and the creation and maintenance of the agency’s vital records protection and disaster recovery plans.

• Assesses records following a disaster to determine necessary remediation efforts.

• May assist with developing and conducting records management training for agency staff. 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.

Knowledge, Skills, and Ability

• 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). 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.
• Communicate effectively both orally and in writing in English and Spanish.

Registrations, Licensure Requirements or Certifications:

N/A

Initial Screening Criteria

Graduation from high school or equivalent.

Three years’ full-time experience in administrative support, general office, clerical, and secretarial fields; DFPS experience may be substituted for the three years’ experience in administrative support, general office, clerical, and secretarial fields.

Must be Bilingual in English and Spanish.

Additional Information

This position can be housed in any of the listed cities. The best candidate will be selected regardless of location. This is a fully remote position unless an in-person meeting is scheduled, which accounts for the 10% travel criteria.

Review our Tips for Success when applying for jobs at DFPS, DSHS and HHSC.

Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions. You may also contact the DFPS Military Liaison at dfpsmilvets@dfps.texas.gov with additional questions.

Applicants selected for hire must pass a background check and if applicable a driver’s record check.

State of Texas employees are required to maintain the security and integrity of critical infrastructure as defined in Section 117.001(2), State of Texas Business and Commerce Code. Applicants selected for hire comply with this code by completing related training and abiding by agency cybersecurity and communications system usage policies.

As a state agency, DFPS is required by Texas Administrative Code (TAC 206 and 213) to ensure all Electronic Information Resources (EIR) follow accessibility standards. The staff must be familiar with the WCAG 2.1 AA and Section 508 to create accessible content including but not limited to; Microsoft Office documents, Adobe PDFs, webpages, software, training guides, video, and audio files.

DFPS uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Employees must provide documentation to DFPS to show their identity and authorization to work in the US. Please review the following link for authorized documents: https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents .

In compliance with the Americans with Disabilities Act (ADA), HHS/DFPS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS/DFPS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.