Records Analyst Associate (Telecommunications Division)

Full Job Description

Travis County Sheriff’s Office is seeking a highly organized and detail-oriented professional to review, extract, and document information from all recording devices within the Telecommunications Division to support operational, investigative, and/or analytical needs.

Under limited supervision as part of the Communications Unit at CTECC, performs and coordinates department records and information management functions related to requests for TCSO 9-1-1 and administrative phone recordings, radio recordings, and CAD related data.

Conducts inventories and analysis to determine departmental record-keeping requirements. Testifies in court as needed. Administers retention schedules.

Consults with County departments and other agencies 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.

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

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

This classification is distinguished from the Records Analyst in that incumbents typically have less experience, do not act in a supervisory capacity and perform other routine office duties requiring a lower level of knowledge, skills and abilities.

Requirements

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 other County departments, other agencies, and Sheriff's Office employees by handling records requests.

Responds to requests in person, by email, 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 requests and records to locate requested data and provide complete and accurate data to the requestor.

Searches previous requests and file storage locations to determine if the data was pulled for a previous request.

Provides updates or education to the requestor if the information requested is past the retention date or more information is needed to process the request.

Recommends changes or modifications in procedures, utilizes knowledge of departmental processes, uniform coding systems and filing methods.

Provides policy, procedural, and technical advice on less complex records management issues.

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.

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, or for destroying obsolete or unnecessary records.

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

Coordinates special projects (disaster recovery, Communications projects), serves on committees, as required. May train others in records management procedures.

Locates and transfers all parts of any recording device within the Communications division to available formats

Creates and maintains files for each recording or data request that is accompanied by a subpoena; maintains a general log or record of every recording or data request

Is available for court for all calls that receive a subpoena for the Custodian of Record for TCSO.

Under subpoena, appears and testifies in court before judge and/or jury about a specific recording and the retrieval process.

Abides by all state laws, including Texas Government Code 552, when concerning an open records request.

Assists with data collection and data entry regarding statistical and reporting information.

May operate a county vehicle for business purposes and under non-emergency situations.

May perform various clerical and administrative tasks involving processing of forms, letters, data entry, 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 AND one (1) year of professional records management, library and information science or management information systems experience;

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:
Applicants are required to attach a resume with the online application.

Preferred qualifications:
(1) year of experience as a 911 Telecommunications Specialist
Good overall working knowledge of VisiCad, VisiNet Browser, Qliksense, Audacity, and Nice recording system to assist in locating calls.


Knowledge, Skills, and Abilities:

Knowledge of:

• Federal, State, Local and County laws, rules, regulations and guidelines applicable to records management.
• Sources of information and records, including public databases, governmental statistical data, and official States, County, and City data.
• Standard practices and techniques of records management, including file management techniques.
• Principles and procedures of record keeping.
• 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.
• 9-1-1 concepts and equipment functions.
• Basic telephone courtesy and functional knowledge.

Skill in:

• Interpreting a variety of instructions furnished in written, verbal, diagram, or schedule form.
• Using basic arithmetic, including calculating figures such as proportions and percentages.
• Evaluating value and type of documents.
• Problem-solving and decision-making.
• Conducting records inventory.
• Conducting research.
• Interacting with the public and providing customer service.
• Both verbal and written communication.
• Computer equipment and related software applications including: Microsoft Excel, Microsoft Outlook, Microsoft SharePoint, Microsoft One Drive.

Ability to:

• Read, analyze, and interpret general business periodicals, professional journals, technical procedures, and governmental regulation.
• Communicate effectively, present information and respond to questions.
• Understand and carry out verbal and written directions or instructions.
• Maintain databases.
• Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Compile and analyze data, and to write clear and comprehensive reports, business correspondence, and procedure manuals.
• Establish and maintain effective working relationships with departmental support staff, other County employees and officials, and representatives of outside agencies.

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.

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.

Work Hours: Four 10-hour days 6:00 am to 4:00 pm ; Monday through Thursday or Tuesday through Friday

Department: Sheriff

Location: Austin, TX.

Drug and Alcohol Test Required
Criminal, Credit, Driving, Education and Employment Background Check Required.