Location:
1000 Red River St
Austin, Texas, 78701
United States
Records Management Analyst or Sr.
| Requisition ID: |
req1162 |
Employment Type: |
Unclassified Regular Full-Time (URF) |
| Division: |
Records Management |
Compensation: |
62,113.00 - 83,852.00, Annual Salary |
| Location: |
Red River |
Job Closing: |
January 9th at 5:00 pm, CST |
WHO WE ARE:
Service, Respect, and Connection are core to the individual and collective TRS experience. We know that great service rests on a foundation of relationships that connect us all to an empowering and rewarding career. At TRS, we’re inspired by our diverse community who bring authenticity and commitment to our mission to improve the retirement security of public education employees and retirees throughout Texas.
As a group of achievers, we tap collaboration and innovation to raise the bar in performance, administering and counseling pensions and healthcare benefits to ensure certainty for the future of our members. We invite you to join us, where both personal and career growth are respected and where you can make a difference in our members’ lives every day.
The Records Management Analyst is responsible for the technical planning, development, and implementation of record management programs. The incumbent will assist in developing and implementing agency records management policies and procedures, plan and implement records retention programs, and provide training and technical assistance. This position will proactively work with the Records Management team, Business Administration staff, and agency employees.
The Records Management Analyst Senior aids in the planning, development, and implementation of the TRS Records Management program. The incumbent will develop and implement records management policies and procedures, monitor and maintain records retention activities, and train staff and agency managers on records management related policies and procedures. This position will proactively work with the Records Management team, Business Administration staff, and agency employees.
This vacancy will be filled at one of two levels - Records Management Analyst or Records Management Analyst Senior. Selected applicant will be offered the position that most closely matches their education and experience.
Salary Range
Records Management Analyst: $62,113 – $77,640
Records Management Analyst Senior: $67,081 – $83,852
WHAT YOU WILL DO:
Records Management
• Analyzes and evaluates current records management policies, procedures and processes, and develops and implements recommendations for improvements.
• Assists with designing records keeping systems such as electronic repositories (SharePoint, Filenet etc.), taxonomies, classification schemes, and controlled vocabularies to aid users in meeting requirements for access, retention, disposition, and protection of information
• Assists in evaluating the applicability of new records management program methodologies, systems, equipment, software and other technology.
• Develops, prepares, and delivers oral and written reports and presentations regarding Records Management plans, operations, activities, achievements, and related issues.
• Provides documentation of all records processes and programs.
• Designs and manages recordkeeping systems such as electronic repositories (Microsoft 365, Filenet etc.), configure governance, classification schemes, and controlled vocabularies to aid users in meeting requirements for access, retention, disposition, and protection of information(Senior)
• Evaluates the applicability of new records management program methodologies, systems, equipment, software, and other technology(Senior).
• Develops and manages processes and procedures to support legal hold, electronic discovery and collection requirements(Senior)
• Evaluates user needs based on assessments of records, processes, storage, interviews with users, and reviews of current methods and procedures and develops action plans for improvement(Senior).
• Assigns tasks to Records Analyst Team and monitors task completion and quality(Senior).
• Promotes awareness of the TRS records management program and its functions and requirements(Senior).
• Assists in the review of records-related risk management evaluations(Senior).
Records Retention(Analyst)
• Plans, develops, implements, and maintains agency records retention programs.
• Coordinates the preparation of records inventories with all TRS departments.
• Analyzes records inventory results.
• Develops and communicates records retention schedules.
• Researches and recommends alternative media or practices for maintaining records based on access requirements, volume and retention periods.
• Monitors records retention activities and recommends corrective actions or changes to conform to agency policies, state and federal regulations, and modern records management practices.
• Coordinates with the State Library on the submission of reports regarding records retention management; and the transfer of applicable records.
Training and Technical Assistance
• Trains and advises agency managers and staff on records management policies, procedures, processes, technology, issues, trends and developments.
• Conducts new employee orientation sessions regarding SharePoint, records management and records retention.
• Provides primary support for department intranet website.
• Assists in review of records-related risk management evaluations.
• Plans, develops, implements, and maintains agency records retention programs(Senior).
• Coordinates the preparation of records inventories with all TRS departments(Senior).
• Coordinates with business units and Information Technology (IT) to incorporate information lifecycle management into legacy data systems and new data initiatives(Senior).
• Works with business units to gather and document business requirements needed to incorporate information lifecycles into SharePoint Online sites(Senior).
• Evaluate technology initiatives to determine compliance with record keeping regulations and agency policy(Senior).
• Monitors records retention activities and recommends corrective actions or changes to conform to agency policies, state and federal regulations, and modern records management practices(Senior).
• Maintains working expertise of information governance technology including Microsoft 365/Purview, FileNet, and cross platform solutions(Senior).
• Researches and recommends alternative methods for maintaining records based on access requirements, volume, and retention periods(Senior).
• Analyzes records inventory results and assists workgroups with file plan updates(Senior).
• Provides primary support for eDiscovery and the Legal Hold process(Senior).
• Provides recommendations and communicates approved retention schedule updates(Senior).
• Develops and implements Records & Information Management training including electronic records management and historical records preservation(Senior).
• Trains and provides technical assistance to department staff on Microsoft SharePoint, FileNet P8, and department website(Senior).
• Participates in and coordinates records management related projects that have an agency-wide impact(Senior).
Performs related work as assigned.
WHAT YOU WILL BRING:
Required Education
• Bachelor’s degree from an accredited college or university in business administration or a closely related field.
• High school diploma or equivalent and additional full-time experience in records management, information systems, process analysis or related experience may be substituted on an equivalent year-for-year basis.
Required Experience
• Three (3) years of full-time directly related, progressively responsible experience in records management, information systems, process analysis or related experience.
• Five (5) years of full-time directly related, progressively responsible experience in records management, information systems, process analysis or related experience(Senior).
• One (1) year of full-time directly related, progressively responsible experience in developing and maintaining records retention schedules, policies, and procedures.
• Two (2) years of full-time directly related, progressively responsible experience in developing and maintaining records retention schedules, policies, and procedures(Senior).
• Experience may be concurrent.
• A master's degree or doctoral degree in a directly related field may be substituted on an equivalent year-for-year basis.
Required Registration, Certification, Licensure
• Certification by the Institute of Certified Records Managers (ICRM) as a Certified Records Analyst(Senior)
Preferred Qualifications
• Current certification or progress towards pursuing at least one or more of the following certifications:
• Certified Records Manager (ICRM)
• Certified Information Governance Professional (ARMA)
• Certified Document Imaging Architect
• Certified Information Professional (AIIM)
• Experience in records management within a Texas state agency.
• Experience managing pension and/or insurance records.
• Experience with IBM Enterprise Records, FileNet P8, and/or SharePoint.
• Seven (7) years of full-time records management, information systems, process analysis or related experience(Senior).
• Five (5) years of experience developing and maintaining records retention schedules, policies, and procedures(Senior).
Knowledge, Skills, and Abilities
Knowledge of:
• Records management theories, practices, techniques, rules, and regulations.
• The Principles (Generally Accepted Records Keeping Principles)
• Texas Public Information Act.
• The use of automated systems, software, and equipment associated with records management, particularly as they apply to records retention.
• Current and emerging technologies for managing electronic information and records(Senior).
• Automated systems, software, and equipment associated with records management, particularly as they apply to records retention(Senior).
• Information management system design, taxonomies, classification schemes, and controlled vocabularies(Senior).
• Project management principles and practices(Senior).
Skills in:
• Project management and planning, organizing, and prioritizing work assignments to manage a high-volume workload in a fast-paced and changing environment.
• Completing detailed work with a high degree of accuracy.
• Effective written and verbal communications, including preparing and delivering complex reports, presentations, bid proposals, and policies.
• Using a computer in a Microsoft Windows environment with word processing, spreadsheet, and other business software.
• Providing quality customer service.
• Leveraging technology to streamline business processes(Senior).
Ability to:
• Establish and maintain harmonious working relationships with co-workers, agency staff, vendors, contractors, and other external customers.
• Work effectively in a professional team environment.
• Maintain and protect confidentiality of member information.
• Provide quality customer service
Military Occupational Specialty (MOS) Codes:
Veterans, Reservists or Guardsmen with experience in the Military Occupational Specialty (
https://www.trs.texas.gov/files/trs-military-crosswalk.xlsx
) along with the minimum qualifications listed above may meet the minimum requirements and are highly encouraged to apply. Please contact Talent Acquisition at
careers@trs.texas.gov
with questions or for additional information.
To view all job vacancies, visit www.trs.texas.gov/careers
or www.trs.csod.com/careersite.
For more information, visit www.trs.texas.gov.
