Records Management Analyst II

Honolulu Authority for Rapid Transportation; Honolulu (HI); On-site; USD 50,000 - 80,000; Full time

Job summary

Join a forward-thinking public transit authority dedicated to transforming urban mobility in Honolulu. As a Records Management Analyst II, you will play a pivotal role in managing project records for the innovative Skyline rail transit system. This position offers a unique opportunity to contribute to the largest public infrastructure project in Hawaii while ensuring compliance with records management practices. With a focus on collaboration and efficiency, you will utilize advanced project controls software and contribute to a dynamic team that values your expertise. Embrace this chance to make a meaningful impact in a vibrant community!

Benefits

Medical, vision, dental, and life insurance plans

Generous vacation and sick leave

13 paid holidays annually

Retirement plan contributions

Flexible spending accounts

Pre-tax transportation benefits

Access to counseling services

Training opportunities

Employer-funded Holo Card

Public Service Loan Forgiveness eligibility

Qualifications

• Experience in records management analysis and document processing.
• Knowledge of government organization and records management laws.

Responsibilities

• Manage retention and organization of project records.
• Ensure effective records management practices and prepare documents for archiving.

Skills

Records Management

Document Processing

Report Writing

Project Controls Software

Microsoft Office Suite

Education

Bachelor's Degree in Business or Public Administration

Specialization in Political Science or History

Tools

Primavera

Share Point

Contract Management Software

Job description

Join Us!

The Honolulu Authority for Rapid Transportation (HART) is the public transit authority responsible for planning and constructing Skyline, Honolulu's rail transit system. It is the first fully automated, driverless urban light metro system in the United States and represents the largest public infrastructure project in the history of Hawaii.

Skyline's route is approximately 19 miles, with 19 stations, along Oahu's southern coast, and it is being constructed in three segments. The first segment, from East Kapolei to Aloha Stadium, is already in revenue service, with the next segments planned to extend service from Middle Street, through downtown Honolulu, to the Civic Center Station.

HART is seeking an experienced Records Management Analyst II to join our Project Controls team, where you will manage the retention, organization, and disposition of project records, ensure effective records management practices, and prepare historical documents for archiving.

Duties & Responsibilities

• Perform a variety of document processing tasks of moderate difficulty and progressively receives assignments reflective of the full range of document processing, utilizing project controls software such as Contract Management, Primavera, Share Point, Microsoft Word and other applications from the office suite in a Windows operating environment.
• Use judgment based on experience to apply the principles and practices of records management, in accordance with HART procedures and the laws, ordinances, rules and regulations that govern their retention, preservation and disposition.
• Responsible for maintaining and managing selected project library files. The library is a hard copy repository of all documents received and generated in a system designed to be readily accessible to its various users.
• Manage and administer selected electronic files using project software for design and construction of the Honolulu Rail Transit Project. Generate electronic reports as requested by the project team.
• Maintain project software for tracking correspondence, drawings, electronic files, controlled documents and action items. Includes data entry, report preparation and quality check of data.
• Review, check, and verify information on documents, forms and other materials for accuracy and completeness.
• Coordinate the distribution of incoming correspondence, submittals, requests for information, and the controlled release of baseline and contract documents.
• Utilize software application for the production of PDF files.
• Compile and organize materials, data, and information for agency mailings, reports and other special project assignments. Requires knowledge and understanding of the system and its contents, and is assigned progressively more complex tasks.
• Provide input and recommendations to improve the system and procedures. Formulates instructions to implement procedures and designs forms to meet user needs.
• As needed, assist in a variety of administrative support to include taking of meeting minutes, document distribution, and photocopying.
• Operate a wide variety of office equipment including computer terminals and printers, scanner, and related office technology equipment.

Minimum Qualifications:

• A combination of education and experience substantially equivalent to graduation from an accredited college or university with specialization in business or public administration, political science, history or a related field and one year of records management analysis experience.
• Knowledge of basic government organization and functions; report writing; principles, practices and laws pertinent to records management.
• Ability to apply the principles, practices and techniques of records management work; interpret and apply laws, ordinances, rules and regulations governing the retention, preservation and disposition of public records; express ideas clearly and logically, both orally and in writing; deal tactfully and effectively with others; follow oral and written instructions.

Physical Requirement :

• Persons seeking appointment to positions in this class must meet the health and physical condition standards deemed necessary and proper for performance of the duties.
  Physical Effort Grouping : Light

Benefits

HART is a part of the City and County of Honolulu, and employees enjoy a comprehensive benefits packaged provided by the City. This includes:

• Medical, prescription drug, vision, dental, and life insurance plans
• Generous vacation and sick leave, earning up to 21 days per year
• 13 paid holidays annually (14 days during election year)
• Retirement plan contributions through the Employees' Retirement System (ERS)
• Deferred compensation options to invest pre-tax income for retirement
• Flexible spending accounts for health and dependent care expenses
• Pre-tax transportation benefits, including TheBus and vanpool options
• Access to confidential counseling services through the Employee Assistance Program (EAP)
• Additional perks include training opportunities and employer-funded Holo Card for eligible employees to use on public transit
• Eligible for the Public Service Loan Forgiveness (PSLF) program, supporting employees dedicated to public service

Work Schedule and Location

• Schedule: Monday - Friday, 8-hour shift

• Location: The work for this position is conducted on-site at HART's offices, located in Honolulu, Hawaii 96813. Telecommuting is not currently available for this role.

• HART does not cover relocation costs. Candidates must be able to reliably commute or relocate to Honolulu by first day of employment.