ASSISTANT RECORDS ANALYST

State of careers Rhode Island; Burghill; On-site; GBP 40,000 - 45,000; Full time

Job summary

The Rhode Island Department of Health seeks an Assistant Records Analyst to support statewide records management, including classifying records, maintaining storage centers, and assisting with adoptions and vital records processes.

Responsibilities include inventorying records, recommending retention, protecting records from hazards, and providing courteous service to state agencies and the public, under supervision.

Qualifications

• Knowledge of a statewide records management program
• Ability to identify, classify and appraise data per instructions
• Ability to prepare written reports and recommendations

Responsibilities

• Perform responsible technical work in a statewide records management program under supervision
• Take periodic inventories of records, identify/classify, and appraise for retention or transfer
• Study current storage methods and recommend improvements and protection against hazards
• Operate and maintain a centralized records storage center and reference service
• Perform related duties as required

Skills

Familiarity with records management

Identify, classify & appraise data

Prepare written reports

Fact-finding interviews

Lift and pack boxes (40 lbs)

Work on a ladder (14 ft)

Education

College degree or recognized equivalent

Experience applying routine record management methods

Job description

Department

Department of Health

Division

Clerical/Administrative Support/Data Entry

Salary

$53,382.00 - $59,294.00

Job Profile

JC-02703600-9 - Assistant Records Analyst (Council 94 Local 2870 Health)

Scheduled Work Days & Work Hours

Monday - Friday; 7:30 am - 3:30 pm

Standard 35.0

Job Requisition Number

JR104150 ASSISTANT RECORDS ANALYST (Open)

Pay Grade

C00319 A

Classification

Assistant Records Analyst

Class Definition

GENERAL STATEMENT OF DUTIES: To perform, under supervision, responsible technical work in a statewide records management program; and to do related work as required.

SUPERVISION RECEIVED: Works under the technical supervision of a superior from whom work assignments are received; work is reviewed usually upon completion for conformance to directions and instructions.

SUPERVISION EXERCISED: Supervises and reviews the work of subordinates assigned to assist.

ILLUSTRATIVE EXAMPLES OF WORK PERFORMED:

• To perform, under supervision, responsible technical work in a statewide records management program.
• To assist in taking periodic inventories of records, identifying and classifying them; to make appraisals of such records for the purpose of recommending their retention, destruction or transfer to a records center.
• To make or assist in making studies and recommendations for the use of microfilming or other photographic equipment for the protection of vital records, or to reduce the floor space and equipment required to store such records.
• To make or assist in making studies of existing records storage methods and to make recommendations to responsible departmental personnel for their improvement and recommendations for adequate protection of records from hazards of fire or deterioration from atmospheric or other conditions.
• To assist in the operation and maintenance of a centralized records storage center and reference service.
• To do related work as required.

REQUIRED QUALIFICATIONS FOR APPOINTMENT:

KNOWLEDGES, SKILLS AND CAPACITIES: A familiarity with the aims and purposes of a records management program; the ability to learn to identify, classify and appraise data in accordance with prescribed instructions and to prepare written reports and recommendations thereon; the ability to conduct fact-finding interviews; the ability to lift and pack boxes of records weighing approximately forty pounds; the ability to work on a ladder at an approximate height of fourteen feet; and related capacities and abilities.

EDUCATION AND EXPERIENCE:

Education: Such as may have been gained through: graduation from a college of recognized standing, or

Experience: Such as may have been gained through: employment involving the application, under supervision, of routine record management methods and techniques.

SPECIAL REQUIREMENT: At the time of appointment, must be certified by a licensed physician as physically qualified to perform the duties of this position and to meet the above stated physical abilities requirements.

Supplemental Information

This position is responsible for handling all adoptions at the Center for Vital Records, including coordinating with RI Family Court. The preferred candidate will also assist in the customer service area as required to ensure compliance with the rules and regulations governing Vital Records. This preferred candidate will support the customers service area as needed and adhere to the rules and regulations governing Vital Records. This preferred candidate will provide customer service as needed to local, state and government agencies.

• Receive Report of Adoptions from Family Court
• Flag records in the Rhode Island Vital Events System
• Provide clerical and administrative support to the adoption and voluntary acknowledgement of parentage unit, including filing, scanning, copying, sorting documents, and maintaining organized work queues
• Payment processing for customers
• Assist the Voluntary Acknowledge of Parentage Program
• Telephone coverage
• Process vital records requests
• Provide customer service by answering phone calls, respond to general questions, and assist customers understand general requirements related to adoptions, voluntary acknowledgment of parentages , and record issuance.
• Triage customer questions and requests to the appropriate staff member when additional review, approval, or specialized assistance is needed.
• To provide courteous, effective, and efficient assistance to customers seeking assistance in person, remotely, or by scheduled appointment.
• Assist with sealed record amendments by reviewing submitted information, preparing documents for processing, and helping ensure amendment requests are complete and accurate.
• Maintain accurate records of work completed, pending requests, customer contacts, and follow-up items.
• Perform detailed and complex record searches across all record types (including death, marriage, birth, and fetal death) to provide customer assistance to other statewide agencies, 39 municipalities, facilities, funeral homes, and customer services.
• Issue certified copies of vital records across all record types in accordance with state law, office policy, and identity/eligibility requirements.
• Follow confidentiality requirements and protect sensitive personal and health information in all customer interactions and record processing activities.
• Perform other related work as assigned to support the Center for Vital Records.

Benefits

For information regarding thebenefits available to State of RhodeIsland employees, please visit the Office of Employee Benefits’ website at http://www.employeebenefits.ri.gov/.

Also, be advised thata new provision in RI General Law 35-6-1 was enacted requiring direct deposit for all employees. Specific to new hires, the law requires that all employees hired after September 30, 2014 participate in direct deposit. Accordingly, any employee hired after this date will be required to participate in the direct deposit system. At the time the employee is hired, the employee shall identify a financial institution that will serve as a personal depository agency for the employee.