Records Management Analyst

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Records Management Analyst

Salary

$55,016.00 - $77,043.20 Annually

Location

Buffalo, MN

Job Type

Full-time

Job Number

Records Mgmt Analyst IT Oct 1

Department

IT

Opening Date

10/02/2019

Closing Date

11/11/2019 12:00 AM Central

General Definition of Work

The Records Management Analyst (1) develops and maintains policies and standards to ensure records security and full compliance with laws and regulations, (2) leads the analysis, development of centralized design, deployment and support of county paper and electronic records management programs, (3) manages storage of county owned records for the purpose of growth control, accessibility and elimination of redundancy.

The duties and responsibilities of this position are performed with latitude for independent judgment and action based on detailed knowledge of guidelines, rules and procedures. Work results are subject to periodic review by the supervisor. The Records Management Analyst collaborates closely with the IT Managers, IT staff, County Attorneys and Administration.

Essential Functions

1 Develops and maintains policies and standards to ensure records security and full compliance with laws and regulations.

1.1 Works with county administration and legal counsel to establish policies, and ensure the county complies with established and emerging government regulations regarding records storage, privacy classifications and accessibility.
1.2 Ensures that authorized personnel or government agencies, as applicable to the situation, can efficiently retrieve stored records.
1.3 Performs assessment of compatibility of electronic content formats with statutory regulations and proposes changes where necessary.
1.4 Establishes and maintains contracts as needed for secure offsite storage and procurement of specialized storage solutions for non-electronic records.

2 Leads the analysis, development of centralized design, deployment and support of county paper and electronic records management programs.
2.1 Develops and maintains the official county records retention schedule and procedures for standardizing records management throughout the County.
2.2 Creates and implements guidelines for records classification, storage, retention and preservation.
2.3 Develops procedural documentation and trains staff to properly categorize and store records within central records storage areas.
2.4 Develops and implements standards and guidelines for the acquisition and appropriate use of electronic content management (ECM) tools and resources.
2.5 Participates or leads in projects involving ECM to ensure compliance with proper records classification and retention regulations.
2.6 Works with IT staff and department stakeholders on developing and implementing plans for integrating electronic records with line of business applications and other systems.

3 Manages storage of county owned records for the purpose of growth control, accessibility and elimination of redundancy.
3.1 Works with vendors and technical staff on assessments of ECM efficiency, and makes recommendations to IT management on purchases of additional hardware or software to enhance the county's ECM system based on findings.
3.2 Serves as one of the system administrators on resolving system issues that affect availability and accessibility of electronic records, configuring ECM solutions to further develop functionality and providing support to end-users.
3.3 Facilitates execution and maintenance of records retention and disposal plans for both electronic and paper records.
3.4 Maintains awareness and knowledge of regulation changes and developments within the records management industry.
3.5 Responds to public data requests when applicable.

4 Contributes to the development of the Department budget.
4.1 Provides informed input on matters relating to the annual operating and multi-year capital budgets.

5 Communicates courteously and professionally and maintains working relationships with others in carrying out job functions.
5.1 Makes presentations on recommendations for improvements and planned or deployed systems to IT management and Department staff;
5.2 Communicates with others in the work unit and in other County Departments to discuss and/or provide information on issues related to budgeting and planning or activities, or related to new system implementation, problems with existing systems, and problem resolution;
5.3 Communications include responsibility for maintaining relationships that are key to the function or the County.

6 Performs all job duties in compliance with safety guidelines and with an ongoing awareness of safety practices.
6.1 Knows and follows Department and County rules as well as sound work and safety practices in order to accomplish the job objectives and avoid injury or loss;
6.2 Wears proper protective equipment when policy requires or conditions indicate a need exists and utilizes proper body mechanics and ergonomics while performing work;
6.3 When potentially unsafe conditions are observed makes efforts to avoid or correct them if they are controllable and draws them to the attention of the responsible supervisor or safety representative in a timely manner.

 Performs other duties and activities as assigned.

Minimum Qualifications & Knowledge, Skills and Abilities

The job requires a Bachelor's degree in records management or related field and three (3) or more years of experience supporting records management (paper and electronic) for medium to large organizations or an equivalent combination of education and experience totaling seven (7) years.  The employee must have no criminal history record that would prevent access to criminal justice information data banks.

Knowledge, skills and ability include:
 

• Advanced knowledge of records lifecycle, and ability to apply concepts of document imaging technologies, protocols and development tools, with emphasis on electronic content management (ECM) systems.
• Direct experience working with various forms of storage media, including paper, digitally scanned images, disk, DVD, microfilm, etc.
• Ability to research and interpret legal requirements pertaining to records management.
• Advanced knowledge of applicable data privacy practices, laws and regulations.
• Knowledge of County government business functions, work flows and processes.
• Understanding of basic project management practices.
• Ability to effectively organize time and anticipate, plan and successfully respond to changing circumstances;
• Verbal and written communication skills sufficient to effectively present information and respond to questions from a wide variety of audiences, and reading comprehension skills sufficient to read and understand technical documents and printed materials;
• Interpersonal skills sufficient to exchange and/or convey information, receive work direction and maintain effective working relationships.

Physical Requirements

This job is performed in a normal office environment. Occasional work in the evening, weekends or holidays is required.  Activities the employee must perform include keying/typing, talking, hearing/listening, seeing/observing and using repetitive motions.

Occasionally there is need to lift up to 50 pounds of boxes or materials or equipment, such as computer equipment and boxes. 

Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.  All requirements are subject to modification to reasonably accommodate individuals with disabilities.

Requirements are representative of minimum levels of knowledge, skills, and experience required.  To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.
 
The employer retains the discretion to add duties or change the duties of this position at any time.

 

 

 

 

 

 

Wright County offers an exceptional benefit package including vacation, sick leave and holiday pay. Also included in this benefit package is health, preventative dental and life insurance; medical and dependent care reimbursement accounts (Section 125 Plan); deferred compensation plan and Public Employees Retirement (pension). For a more detailed overview of our benefit package, Click Here.

01
The job requires a Bachelor's degree in records management or related field and three (3) or more years of experience supporting records management (paper and electronic) for medium to large organizations or an equivalent combination of education and experience totaling seven (7) years. The employee must have no criminal history record that would prevent access to criminal justice information data banks. Do you meet these minimum requirements?
  • Yes
  • No
02
Describe your education and experience that indicates you fulfill the listed minimum qualifications.
03
Which best describes your level of education (highest degree received)?
  • HS or equivalent
  • Associates Degree
  • Bachelors Degree
  • Masters Degree
  • None of the above
04
How many years of experience do you have performing records management?
  • No Experience
  • Less than 2 years
  • More than 2 years, but less than 5 years
  • More than 5 years
05
If selected experience in the question above, please describe experience and include name of employer, job title and dates of the work experience. (If no experience type NA).
06
How many years of experience do you have interpreting legal requirements and creating policies regarding records?
  • No experience
  • Less than 2 years
  • More than 2 years, less than 5 years
  • More than 5 years
07
If selected experience in the question above, please describe experience and include name of employer, job title and dates of the work experience. (If no experience type NA).
08
Do you have experience with administering electronic content management systems?
  • Yes
  • No
09
If selected experience in the question above, please describe experience and include name of employer, job title and dates of the work experience. (If no experience type NA).
10
Do you have experience with developing and managing records retention plans?
  • Yes
  • No
11
If selected experience in the question above, please describe experience and include name of employer, job title and dates of the work experience. (If no experience type NA).
12
This position requires the employee must have no criminal history record that would prevent access to the criminal justice information data banks. Would you be willing to be fingerprinted for a BCA background check?
  • Yes
  • No
13
If you are eligible for Veteran's Preference and you wish to claim Veteran's Preference credit, check the box that describes your eligibility. Choose only one answer. In order to receive Veteran's Preference credit, you must submit a copy of your DD214 to the Human Resources Department by the application deadline (can be attached online with application process).
  • No Veteran's Preference
  • Veteran's Preference
  • Veteran's Preference with Disability
  • Spouse of Disabled or Deceased Veteran
14
I affirm that the information provided is accurate and true to the best of my knowledge. I understand that any falsification may disqualify me for consideration for this and subsequent recruitments with Wright County for up to three years.
  • Yes
  • No

Required Question

Agency
Wright County
Address
3650 Braddock Ave NE, Suite 3200

Buffalo, Minnesota, 55313
Phone
763-682-7378
Website
http://www.co.wright.mn.us
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