Records Analyst

Missouri Secretary of State; Jefferson City (MO); On-site; USD 55,000 - 75,000; Full time

Job summary

Missouri Secretary of State is seeking a Records Analyst to evaluate the administrative, legal, historical, and fiscal value of records generated by state agencies. The role develops solutions, advises agencies on policies, and serves as the primary contact for records tracking systems across departments.

The position requires knowledge of records management, strong analytical and communication skills, and the ability to train agencies on management practices and digitization initiatives.

Qualifications

• Knowledge of the concepts, methods, and techniques of records management.

Responsibilities

• Participates in the development and implementation of records and information management policies and procedures.
• Evaluates the administrative, legal, historical, and fiscal value of records generated by state agencies.
• Consults with state agencies on records management policies and procedures, and acts as an information source for the office's records tracking system.
• Develops and delivers training modules and/or presentations to state agencies related to records management and the office's records tracking system.
• Assists state agencies with the development of records disposition schedules and presents recommendations to the State Records Commission.
• As primary contact for assigned agencies, makes recommendations concerning organization, retention, destruction, and digitization of records.
• Promotes the Records Services Division's activities through speaking engagements and participation in professional organizations.
• May plan, assign, and supervise the work of clerical staff and interns.
• Performs all other duties as assigned.

Skills

Records management concepts

Public records disposition

Relationship building

Analytical reading

Verbal & written communication

Computer skills

Clear communication

Education

Bachelor's degree in history, business or public administration, information systems, library science or related field

Master's degree strongly preferred

Certified Records Manager designation or commitment to obtain

Tools

Electronic imaging systems

Document management systems

Personal computers

Job description

Definition:

This is a professional position evaluating the administrative, legal, historical, and fiscal value of records generated by state agencies. The Records Analyst develops solutions to records management problems, and advises state agencies on records management policies and procedures. Maintains liaison with staff archivists and records analysts; advises on life cycle of records; is a primary resource for questions regarding the records tracking system; and performs all other tasks as requested by supervising agency director.

Job Functions and/or General Responsibilities:

• Participates in the development and implementation of records and information management policies and procedures.
• Evaluates the administrative, legal, historical, and fiscal value of records generated by state agencies.
• Consults with state agencies on records management policies and procedures, and acts as an information source for state agencies concerning records management issues and the office's records tracking system.
• Develops and delivers training modules and/or presentations to state agencies related to records management and the office's records tracking system.
• Assists state agencies with the development of records disposition schedules and presents recommendations to the State Records Commission.
• As primary contact for assigned agencies, makes recommendations concerning organization, retention, destruction, and digitization of records.
• Promotes the Records Services Division's activities through speaking engagements and participation in professional organizations.
• May plan, assign, and supervise the work of clerical staff and interns.
• Performs all other duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge of the concepts, methods, and techniques of records management.
• Knowledge of the principles and practices involved with the collection and disposition of public records.
• Ability to establish and maintain effective working relationships with associates, state agencies, and the public.
• Ability to read, analyze, and interpret industry periodicals, professional journals, technical procedures, and government regulations.
• Ability to effectively present information orally and in writing and to respond to questions from associates, state agencies, and the public.
• Strong computer skills, including word processing, spreadsheet, database, presentation, and communications software.
• Ability to express ideas clearly orally and in writing.

Qualifications:

• Bachelor's degree in history, business or public administration, information systems, library science or other related field or four years of experience in the Records and Information Management field.
• A master's degree in history, library science (with an archival and/or information science focus), computer science or other related field is strongly preferred.
• Demonstrated knowledge of standard records management practices.
• Experience in a public records environment highly desirable.
• Certified Records Manager designation or the commitment to obtain such.
• Able to lift heavy boxes weighing on average 40-50 pounds.
• A Missouri Driver's License and the ability to travel statewide.

Strongly Preferred:

• Knowledge of hardware and software used for electronic imaging systems, document management systems, and personal computers.
• Knowledge of digital preservation standards and best practices including working knowledge of the OAIS Reference Model and metadata standards such as Dublin Core, METS or PREMIS.
• Knowledge of webpage development and design.

The above job description in no way implies that these are the only duties to be performed by this employee. The incumbent is expected to perform other duties necessary for the effective operation of the department.