Records Analyst

Job Summary

Under general supervision, performs and coordinates department records and information management function. Conducts inventories and high level analysis to determine departmental record-keeping requirements. Develops and administers retention schedules. Consults with County departments and the public in matters related to both active and inactive records. Creates and maintains computerized records and electronic tracking systems, and implements office procedures for these systems. Coordinates transition of inactive records to final disposition.

Distinguishing Characteristics

This is the third in a series of four record analyst-related job classifications within the Professional Support job family. This classification exercises independent judgment to fulfill duties pertaining to operations of Records Management. This classification performs duties pertaining to records analysis, storage and management and also performs other complex office duties. This classification is distinguished from the Records Analyst Supervisor in that incumbents typically have less responsibility and performs moderate to highly complex office duties requiring a mid-level of knowledge, skills and abilities.

Supervisory Responsibilities

• Supervises, plans, and directs staff members of the Records unit.
• Evaluates performance, makes personnel recommendations, and trains staff.
• Serves as liaison between department and various other departments, agencies, private companies, and the public.
• Examines and evaluates records-management systems to improve existing methods for efficient handling, protection, and disposition of records and information.
• Reviews records and reports to determine proper media (paper, microfilm), reproduction processes, and electronic data processing required.
• Provides policy, procedural, and technical advice on complex records management issues.
• Conducts inventories and performs analysis to determine departmental recordkeeping requirements.
• Evaluates and assesses long-term security of departmental documents and document management systems, implements security goals and objectives in the development and enhancement of electronic workflow and filing systems.
• Coordinates the conversion of digital images to microfilm and the maintenance of microfilm libraries and inventory.
• Operates electronic scanning equipment, converts scanned material to digital format, and performs image validation.
• Maintains complex administrative functions for electronic retrieval, dissemination, tracking, and retention of records.
• Prepares calendars and schedules, policies and procedures, and new processes to ensure accurate and efficient management of records documents.

Responsibilities

• Assigns and delegates work, monitors workflow and deadlines, develops performance standards, and resolves problems.
• Serves as liaison between department and various other departments, agencies, private companies, and the public.
• Receives, authenticates, maintains, disseminates, and tracks departmental records and information.
• Assigns, oversees, and documents the sealing or destruction of records as mandated by establishing procedures.
• Provides plain or certified copies of records upon request.
• Interacts with the general public by handling higher-level records requests.
• Responds to requests in person, by mail, and by telephone in accordance with established policies, procedures and regulations.
• Examines and evaluates records-management systems to improve existing methods for efficient handling, protection, and disposition of records and information.
• Reviews records and reports to determine proper media (paper, microfilm), reproduction processes, and electronic data processing required.
• Recommends changes or modifications in procedures, utilizing knowledge of departmental processes, uniform coding systems and filing methods.
• Provides policy, procedural, and technical advice on complex records management issues.
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