What are the responsibilities and job description for the OAG - Information Governance | Record Analyst I | position at CAPPS, Inc.?

Job Description

REVISED 08 / 26 / 2024

GENERAL DESCRIPTION

Serves as a Records Analyst in the Information Governance Division (IGD) of the Office of the Attorney General of Texas. Preforms routine (journey-level) records management consultative, technical, and training work to support the Records Management Officer (RMO) with the development and implementation of the agency's records management program. Work includes assisting agency personnel with a variety of records management matters; assisting the OAG Records Center and Preservation Coordinator with the lifecycle management of state records; and preparing, presenting, and distributing program information and instructional material using various methods of delivery.

The OAG is a dynamic state agency with over 4,000 employees throughout the State of Texas. As the State's law firm, the OAG provides exemplary legal representation in diverse areas of law. OAG employees enjoy excellent benefits () along with tremendous opportunities to do important work at a large, dynamic state agency making a positive difference in the lives of Texans.

ESSENTIAL POSITION FUNCTIONS

Advises agency personnel on agency records management program policies, procedures, and related matters.
Assists designated agency records management personnel with the development and implementation of compliant record management practices, including the identification, classification, and arrangement of records; the development and updating of file plans; and the completion of required program documentation.
Assists with designing, development, and delivery of new and existing instructional program presentations / workshops and materials; assists divisions with division level training to promote sound information management practices.
Assists the Preservation Coordinator with the management and preservation of agency records with permanent and / or archival value. Moves, lifts, and stacks record boxes and files; catalogs and prepares inventories, indices, and finding aids; participates in the transfer of (paper / digital) records to the Texas State Archives.
Assists with researching, analyzing, and evaluating new and existing state or federal legislation; state, federal or judicial administrative rules and guidelines; industry standards and regulations; advances in information governance technologies; and issues of strategic importance to determine impacts on the records management program.
Assist with the collection, design, writing, editing, preparation, and distribution of information for use in reference guides, articles, statistics, reports, and other correspondence. Prepares reports, manuals and publications, correspondence, articles, presentation slides, web content, forms, manuals / guides, statistics, and reports concerning agency records management program activities, as well as related program policies, procedures, and services.
Assists with developing and maintaining IGD, OAG Records Center, and agency recordkeeping systems, ensuring appropriate management of records in accordance with agency policy.
Assists the Records Management Officer and the Record Services Manager with special projects by providing research, technical and / or administrative support.
Performs related work as assigned
Maintains relevant knowledge necessary to perform essential job functions
Attends work regularly in compliance with agreed-upon work schedule
Ensures security and confidentiality of sensitive and / or protected information
Complies with all agency policies and procedures, including those pertaining to ethics and integrity

Qualifications :

MINIMUM QUALIFICATIONS

Education : Bachelor's degree from an accredited college or university; Experience in the following (or closely related) fields may be substituted for the required education on a year-for-year basis : records management, archival science, library science, government (state) records, business administration, workplace learning, or client relations

Knowledge of foundational records management theory and practice; records management methods, laws, regulations, rules, policies, and procedures; and principles and concepts of information governance and various phases of records and information management

Skill and experience in planning, providing, and conducting training in records and information management or closely related topic [If selected, a 10-minute training presentation is required at time of interview. Topic does not need to be related to records management.]

Skill in managing records with a records retention schedule

Skill in handling multiple tasks, prioritizing, and meeting deadlines

Skill in prioritizing and successfully completing work assignments with a high-volume workload, under pressure of deadlines, with interruptions, and coordinating with multiple divisions or units

Skill in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to a matter

Skill in understanding and following complex verbal and written instruction

Skill in effective oral and written communication [Technical writing sample required at time of interview, if selected.]

Skill in exercising sound judgment and effective decision making

Skill in using computers; Microsoft Office Tools such as Microsoft Word, Excel and PowerPoint; desktop applications and standard office equipment

Ability to learn new skills and adapt quickly

Ability to convey and train on complex records management policies and procedures to a diverse group

Ability to receive and respond positively to constructive feedback

Ability to work cooperatively with others in a professional office environment

Ability to provide excellent customer service

Ability to work in person at assigned OAG work location, perform all assigned tasks at designated OAG work space within OAG work location, and perform in-person work with coworkers (e.g., collaborating, training, mentoring) for the entirety of every work week (unless on approved leave)

Ability to work safely in a warehouse environment and perform warehouse-related duties

Ability to arrange for personal transportation for business-related travel

Ability to work more than 40 hours as needed and in compliance with the FLSA

Ability to lift and relocate 50 lbs. without assistance

Ability to travel (including overnight travel) up to 5%

PREFERRED QUALIFICATIONS

Education : Graduate degree in information studies / science, archival science, library science, government, history or a related field from a program accredited by the American Library Association

Experience : Three years of full-time experience working in the following (or closely related) fields : records management, archival science, library science, government (state) records, business administration, workplace learning, or client relations

Experience with federal and Texas statutes, Attorney General opinions, and regulations affecting records management.

Knowledge : Of state laws, regulations, and standards related to records and information management; of archives and records storage center procedures; of Texas State Library and Archives Commission Archival and Records Storage Center services policies and procedures

Skill in assisting with or conducting records inventories and developing retention schedules.

Ability to develop rules for managing and dispositioning electronic records.

Certifications : Professional certification in field of records management, such as CRM, CRA, CA, IGP, CIP, CIPP, CEDS, CAPM / PMP.

TO APPLY

To apply for a job with the OAG, electronic applications can be submitted through CAPPS Recruit. A State of Texas application must be completed to be considered, and paper applications are not accepted. Your application for this position may subject you to a criminal background check pursuant to the Texas Government Code. Military Crosswalk information can be accessed at

THE OAG IS AN EQUAL OPPORTUNITY EMPLOYER

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