Records Analyst

State of Indiana; Indianapolis (IN); On-site; USD 29,000 - 35,000; Full time

Benefits offered by this job

Medical plan options

Wellness rewards program

Health savings account

Pension plans

Paid leave programs

Education reimbursement

LinkedIn Learning access

Free Parking

Job summary

State of Indiana is seeking a Records Analyst to serve as the keeper of IDOC incarcerated individuals' records and provide quality support to multiple agencies from the Central Office in Indianapolis.

The role involves handling archival records, applying retention schedules, and guiding staff. A degree is not required; relevant experience is valued, with a starting salary around $31,668 and a comprehensive benefits package.

Qualifications

• Practical knowledge of agency policy, practice and objectives including structure and principles of laws and administrative rules concerning legal, historical and administrative value of records.
• Practical knowledge of history regarding judging historical significance of records.
• Practical knowledge of research methods and practices needed to direct or inform patrons of location of references.
• Practical knowledge of practices and methods of Records Analysis and storage related to retention methods, organizing and cataloging of records for retrieval and appropriate accessioning of records.
• Working knowledge of information management process: from forms development, through agency use and retention, to final disposition in Records Center or Archives.
• Working knowledge of printing and bindery methods, techniques and/or practices used for proper records retention and storage.
• Working knowledge of principles of forms design.
• Working knowledge of, and ability to use, modern office equipment including typewriters, personal computers, copiers and other equipment.

Responsibilities

• Follows senior analyst’s instructions and assist in implementation of forms/records analysis projects.
• Process incoming records in accordance with retention schedules and consult with senior Records Analyst or agency Program Director to determine which records should be stored permanently for historical significance.
• Accession or record, according to order of acquisition, incoming records by agencies and categories.
• Prepare descriptive records labeling and card catalog, accession register and inventory for permanent and/or Archival storage of records.
• Pickup and direct transferring of agency records to Archives.
• Locate requested references and coordinates Record Center items.
• Provide guidance to clerks and temporary employees on special projects.
• Receive instruction and training in records/forms analysis from senior analysts.
• Implement confidentiality procedures for forms and other records and follows established security measures.
• Assist in implementing paperwork simplification projects and prepares records for disposal or storage according to senior analyst’s instructions.
• Move and shelf records as instructed by senior co-workers.
• Assist with forms design.

Skills

Records policies

Records management

Research methods

Archivist knowledge

Information handling

Communication

Office equipment

Tools

Records Center

Archives

Job description

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Begin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering a range of opportunities across 60+ agencies. At the state, you'll find competitive compensation, a robust benefits package and a commitment to work-life balance. Most importantly, you'll have the chance to make a real and measurable impact on the lives of Hoosiers across Indiana.

About Indiana Department of Correction (IDOC):

We promote public safety by providing meaningful, effective opportunities for successful re-entry. As the model of best correctional practices, we strive to return productive citizens to our communities and inspire a culture of accountability, integrity, and professionalism. To learn more about the Indiana Department of Correction, click here .

Role Overview:

The purpose of the Records Analyst in Central Office is to serve as the keeper of IDOC incarcerated individuals' records and provide quality support to the Indiana Department of Correction, state and local government agencies, the Attorney General's office, Indiana Parole Board, Social Security Administration, Indiana Commission on Public Records, Indiana State Archives, outside organizations and the public through proper access to institutional and medical data following agency policy and local, state and federal law.
This position is situated within the Central Office location in Indianapolis. The records division works directly with eighteen (18) adult facilities including two (2) warehouses, three (3) juvenile facilities, ten (10) parole districts, and the parole board.

The salary for this position traditionally starts at $31,668.00 but may be commensurate with education or work experience. Use our Compensation Calculator to view the total compensation package.

A Day in the Life:

The essential functions of this role are as follows:

• Followsenior analyst’s instructions and assistin implementation of forms/records analysis projects.
• Processincoming records in accordance with retention schedules and consultwith senior Records Analyst or agency Program Director to determine which records should be stored permanently for historical significance.
• Accessionor record, according to order of acquisition, incoming records by agencies and categories.
• Preparedescriptive records labeling and card catalog, accession register and inventory for permanent and/or Archival storage of records.
• Pickup and directtransferring of agency records to Archives.
• Locaterequested references and coordinates Record Center items.
• Provideguidance to clerks and temporary employees on special projects.
• Receiveinstruction and training in records/forms analysis from senior analysts.
• Implementconfidentiality procedures for forms and other records and follows established security measures.
• Assistin implementing paperwork simplification projects and prepares records for disposal or storage according to senior analyst’s instructions.
• Moveand shelfrecords as instructed by senior co-workers.
• Assistwith forms design.

The job profile is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

What You'll Need for Success:

Individuals in this role should minimally be able to articulate or demonstrate the following:

• Practical knowledge of agency policy, practice and objectives including structure and principles of laws and administrative rules concerning legal, historical and administrative value of records.
• Practical knowledge of history regarding judging historical significance of records.
• Practical knowledge of research methods and practices needed to direct or inform patrons of location of references.
• Practical knowledge of practices and methods of Records Analysis and storage related to retention methods, organizing and cataloging of records for retrieval and appropriate accessioning of records.
• Working knowledge of information management process: from forms development, through agency use and retention, to final disposition in Records Center or Archives.
• Working knowledge of printing and bindery methods, techniques and/or practices used for proper records retention and storage.
• Working knowledge of principles of forms design.
• Working knowledge of, and ability to use, modern office equipment including typewriters, personal computers, copiers and other equipment.
• Ability to lift heavy boxes of records and work in dusty, confined storage spaces.
• Ability to communicate effectively.

A degree is not required. However, experience applying the outlined knowledge, skills, and abilities in a similar role may be considered.

Individuals should have the ability to perform essential functions with or without reasonable accommodation.

Supervisory Responsibilities/Direct Reports:

This role may be utilized in a supervisory capacity based on agency needs.

Benefits of Employment with the State of Indiana:

The State of Indiana offers a comprehensive benefit package for full-time employees which includes:

• Three (3) medical plan options (including RX coverage) as well as vision and dental plans
• Wellness Rewards Program: Complete wellness activities to earn gift card rewards
• Health savings account, which includes bi-weekly state contribution
• Deferred compensation 457(b)account (similar to401(k) plan) with employer match
• Two (2) fully-funded pension plan options
• A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to:
  • 150 hours of paid New Parent Leave and up to eight weeks of paid Childbirth Recovery Leave for eligible mothers
  • Up to 15 hours of paid community service leave
• Combined 180 hours of paid vacation, personal, and sick leave time off
• 12 paid holidays, 14 on election years
• Education Reimbursement Program
• Group life insurance
• Employee assistance program that allows for covered behavioral health visits
• Qualified employer for the Public Service Loan Forgiveness Program
• Free Parkingfor most positions
• Free LinkedIn Learningaccess

The State of Indiana is an Equal Opportunity Employer and is committed to recruiting, selecting, developing, and promoting employees based on individual ability and job performance. Reasonable accommodations may be available to enable individuals with disabilities to complete the application and interview process as well as perform the essential functions of a role. If you require reasonable accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at [e-mail] .