Records Analyst II

Records Analyst II

• 100% paid health insurance for you, and 50% paid for eligible family members—saving you hundreds every month in out-of-pocket medical costs
• Retirement plans with lifetime monthly payments after five years of state service, plus options to save even more with 401(k) and 457 plans
• Paid vacation, holidays, and sick leave so you can recharge and take care of life outside work (that’s time off you’re actually paid for)
• Optional dental, vision, and life insurance—at rates much lower than most private plans
• Flexible spending accounts for added tax savings on health and dependent care
• Employee discounts on things like gym memberships, electronics, and entertainment

Brief Job Description:

The Records Analyst II performs complex (journey-level) records and information management work in DFPS’ Records Management Group (RMG) Division to protect, provide, and preserve the agency’s records. Work involves designing, evaluating, reviewing, recommending, implementing, updating, and maintaining DFPS’ records and information management program. The position works under general supervision, with moderate latitude for the use of initiative and independent judgment.

Essential Job Functions (EJFs):

• Provides assistance to internal and external customers on a variety of matters related to records and information management, including:

• Developing and maintaining working relationships with program and administrative units to provide technical assistance on policies and procedures.
• Verbal and written communication with internal and external customers on questions or concerns regarding records products and services, while also following agency guidance and observing any legal restrictions on information sharing.

• Gathers information to help with the identification of records to ensure they are correctly categorized for records retention and release.

• Provides properly identified records to entitled parties as outlined in the records retention schedule and agency policy and procedures.
• Maintains working knowledge of DFPS IMPACT system in order to properly research and identify records responsive to submitted requests.
• Follows verification procedures to confirm requesters are authorized persons and entities.

• Receives records requests and works with legal counsel and other employees to gather appropriate records in accordance with the Public Information Act (PIA), ensures appropriate redactions have been made, and determines cost estimates.

• Completes assignments of providing records in accordance with the PIA and other statutory requirements related to DFPS case records.
• Seeks guidance from DFPS’ records attorney and management to ensure established redaction rules are interpreted and applied appropriately.

• Assist with developing, maintaining, and implementing the agency’s records retention schedule.

• Ensures records are released to external customers in conformance with the approved retention schedule.
• Provides input on developing new record series.

• Assists with setting up and utilizing records management systems and formulating filing systems.

• Reviews, and takes action on assigned requests in designated records tracking systems.
• Validates, researches, authenticates, tracks, and analyzes all requests for records, ensuring appropriate routing and timeliness.
• Prepares, edits, and submits reports to management on work product.

• Assists in evaluating and analyzing records management business processes and provides recommendations for improvement.

• Provides input and participates in workgroups to review current business processes and collaborates with others to identify areas of streamlining and simplification implements approved protocols regarding any remediation efforts necessary following a disaster.

• Performs related work as assigned.

• Promotes and demonstrates appropriate respect for cultural diversity among coworkers and all work-related contacts.
• Attends work on a regular and predictable schedule in accordance with agency leave policy

Knowledge, Skills and Abilities (KSAs):

Skill in the use of a computer and applicable software (e.g. Microsoft Suite, Adobe Acrobat).

Skill in planning and prioritizing work activities.

Skill in research activities in a fast-paced business environment

Skill in establishing and maintaining effective working relationships with various levels of personnel in governmental entities and external customers.

Must be bilingual in English and Spanish

Ability to research, analyze, and evaluate data and information to formulate conclusions and communicate guidance verbally or in writing;

Ability to apply standardized information management strategies and procedures to unusual and/or critical situations;

Ability to follow procedures and maintain confidentiality of any information obtained in the position;

Ability to communicate effectively and timely with internal and external customers to manage issues and problems identified, problem-solve, and to recognize when to escalate a situation to management.

Registrations, Licensure Requirements or Certifications:

N/A

Initial Screening Criteria:

• Graduation from high school or equivalent required
• Four years full-time administrative support, general office, clerical,
  secretarial required

Bilingual (English and Spanish) preferred.

Additional Information:

This position will be supervised by Tammy Hall, Program Supervisor.

Review our Tips for Success when applying for jobs at DFPS, DSHS and HHSC.

Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions. You may also contact the DFPS Military Liaison at dfpsmilvets@dfps.texas.gov with additional questions.

Applicants selected for hire must pass a background check and if applicable a driver’s record check.

State of Texas employees are required to maintain the security and integrity of critical infrastructure as defined in Section 117.001(2), State of Texas Business and Commerce Code. Applicants selected for hire comply with this code by completing related training and abiding by agency cybersecurity and communications system usage policies.

As a state agency, DFPS is required by Texas Administrative Code (TAC 206 and 213) to ensure all Electronic Information Resources (EIR) follow accessibility standards. The staff must be familiar with the WCAG 2.1 AA and Section 508 to create accessible content including but not limited to; Microsoft Office documents, Adobe PDFs, webpages, software, training guides, video, and audio files.

DFPS uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Employees must provide documentation to DFPS to show their identity and authorization to work in the US. Please review the following link for authorized documents: https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents .

In compliance with the Americans with Disabilities Act (ADA), HHS/DFPS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS/DFPS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.