Records Analyst Assistant

Full Job Description

Provides public research services as part of the County Clerk’s Records Management Division team.

Fields requests from the public for Travis County Probate Court case files, coordinates the retrieval of offsite files, digitizes court records, and redacts confidential and sensitive information from court records prior to online availability.

Provides instruction on the use of online court records databases, microfilm machines, and copiers. Clearly and effectively communicates with information-seekers by email, phone, and in person.

Processes copy payments. Supports the maintenance of the probate case file library.

Refiles files, interfiles legal documents into case file folders, and updates circulation information in records tracking software system.

Under close supervision, assists in the coordination of department records and information management function. Conducts inventories and 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. Assists in the transition of inactive records to final disposition.

This is the first in a series of four record analyst-related job classifications within the Professional Support job family.

This classification performs general office duties to fulfill duties pertaining to operations of Records Management.

This classification performs duties pertaining to records analysis, storage and management and also performs other routine office duties.

This classification is distinguished from the Records Analyst Associate in that incumbents typically have no experience and perform routine office duties requiring entry-level knowledge, skills, and abilities.

Requirements

Receives, authenticates, maintains, disseminates, and tracks departmental records and information. 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 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 routine records management issues.

Conducts inventories and performs analysis to determine departmental recordkeeping requirements.

Assists with the evaluation and assessment of 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.

Assists with the conversion of digital images to microfilm and the maintenance of microfilm libraries and inventory.

Prepares documents for imaging, operates electronic scanning equipment, and converts scanned material to digital format.

Performs image validation to ensure all documents are imaged and indexed correctly. Ensures safety, security, and confidentiality of digitized records.

Compiles and maintains statistical reports to track data, extracting and compiling data from multiple databases. Maintains production reports. Edits and inspects documents to ensure the integrity of the document. Implements quality control procedures for all records.

Reviews records retention policies and schedules to determine timetables for transferring active records to inactive or archival storage, for reducing paper records to micrographic form, or for destroying obsolete or unnecessary records.

Monitor the storage and disposition of records according to approved retention schedules and to ensure compliance with all applicable Federal, State and Local regulations.

Coordinates off-site records storage, including contracts with storage providers. Makes technical recommendations relating to the design and operations of off-site records storage.

Assists with special projects (disaster recovery, inventories).

May perform various clerical and administrative tasks involving processing of forms, letters, data entry/retrieval, equipment maintenance and inventory control.

Performs other job-related duties as assigned.

Qualifications

Education and Experience:
Bachelor's degree in Records Management, Public Administration, Business Administration, Library and Information Sciences or a directly related field;

OR,

Any combination of education and experience that has been achieved and is equivalent to the stated education and experience and required knowledge, skills, and abilities sufficient to successfully perform the duties and responsibilities of this job.

Licenses, Registrations, Certifications, or Special Requirements:
None required.

Knowledge, Skills, and Abilities:

Knowledge of:

• Federal, State, Local and County laws, rules, regulations and guidelines applicable to records management.
• Standard practices and techniques of records management, including file management techniques.
• Principles and procedures of record keeping.
• Record retention schedules.
• Records and Information Management technologies.
• Computer equipment to include word processing, spreadsheets, databases and records management software applications.
• Business letter writing, grammar and punctuation, and report preparation.

Skill in:

• Interpreting a variety of instructions furnished in written, oral, diagram, or schedule form.
• Using basic arithmetic, including calculating figures such as proportions, percentages, areas and volume.
• Evaluating value and type of documents.
• Conducting records inventory.
• Problem-solving and decision-making.
• Conducting research.
• Interacting with the public and providing customer service.
• Both verbal and written communication.

Ability to:

• Read, analyze, and interpret general business periodicals, professional journals, technical procedures, and governmental regulation.
• Communicate effectively, present information and respond to questions.
• Maintain databases.
• Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Apply concepts of basic algebra and geometry.
• Compile and analyze data, and to write clear and comprehensive reports, business correspondence, and procedure manuals.
• Interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Establish and maintain effective working relationships with departmental support staff, other County employees and officials, representatives of outside agencies, clientele, attorneys, judges and the general public.

Additional Information

Physical requirements include the ability to lift/carry up to 20-50 pounds occasionally, visual acuity, speech and hearing, hand and eye coordination and manual dexterity necessary to operate a computer and office equipment. Subject to standing, walking, carrying, sitting, repetitive motion, reaching, climbing stairs, bending, stooping, kneeling, crouching, crawling, pushing, pulling, balancing, client/customer contact, squatting, lifting moderately heavy equipment or boxes to perform the essential functions.

Travis County employees play an important role in business continuity. As such, employees can be assigned to business continuity efforts outside of normal job functions.

Work Hours: 8 am - 5 pm, Monday-Friday.

Location: 200 W. 8th St, Austin, TX 78701

Department: County Clerk

Criminal, Driving, Education, and Employment Background Checks Required.

For updates or questions on this position, contact: Caitlin.Bumford@traviscountytx.gov

This job description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and overtime eligibility may vary based on the specific tasks assigned to the position.