Records Analyst Assistant

Travis County Sheriff; Austin (TX); On-site; USD 52,000 - 75,000; Full time

Job summary

Travis County Sheriff is seeking a Records Analyst to coordinate and manage criminal records, review court documents, and maintain electronic tracking systems in a busy sheriff’s office in Austin, Texas.

Under supervision, you will perform inventories, ensure security of digitized records, handle public requests, and assist with long-term record disposition, imaging, and data reporting. A related Bachelor's degree is required, with regular weekday hours 8:00–5:00.

Qualifications

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

Responsibilities

• Receives, authenticates, maintains, disseminates, and tracks departmental records and information.
• Reviews records and reports to determine proper media and data processing requirements.
• Conducts inventories and performs analysis to determine departmental record-keeping requirements.
• Prepares documents for imaging and operates electronic scanning equipment.
• Compiles and maintains statistical reports and data from databases.
• Coordinates off-site records storage and contracts with providers.
• May perform various clerical and administrative tasks.
• Drug and Alcohol Test Required.

Skills

Records management

Data analysis

Records inventory

Customer service

Policy compliance

Communication

Education

Bachelor's degree in Records Management or related field

Tools

Records management software

Job description

Under close supervision, performs highly advanced work in coordinating and carrying out responsibilities involving criminal records. Performs detailed and complex legal procedures associated with the receipt, review and processing of court documents and the review of criminal histories and legal documents to take appropriate actions, as required by court order. Conducts inventories and analysis to determine departmental record-keeping requirements. Conducts daily coordination with all legal entities involved with incarceration records. Conducts statistical research for agency and position analysis. Creates and maintains computerized records and electronic tracking systems and implements office procedures for these systems. Assists in the transition of records to final disposition.

Distinguishing Characteristics:

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.

• 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.
• 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 record-keeping 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.
• 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 to determine timetables for transferring active records to inactive or archival storage. Coordinates off-site records storage, including contracts with storage providers.
• Must successfully complete TCIC/NCIC training.
• 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.

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.

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.
• 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.
• 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.

Physical requirements include the ability to lift/carry up to 20-50 pounds regularly, 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: Monday-Friday, 8:00 - 5:00 PM

Location: Austin, Texas

Department: Sheriff

Criminal, Credit, Driving, Education, Employment Checks Required.

Drug and Alcohol Test Required.

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.