Records Analyst Associate; Telecommunications Division

Overview

Travis County Sheriff’s Office is seeking a highly organized and detail-oriented professional to review, extract, and document information from all recording devices within the Telecommunications Division to support operational, investigative, and/or analytical needs. Under limited supervision as part of the Communications Unit at CTECC, performs and coordinates department records and information management functions related to requests for TCSO 9-1-1 and administrative phone recordings, radio recordings, and CAD related data.

Conducts inventories and analysis to determine departmental record-keeping requirements. Testifies in court as needed. Administers retention schedules. Consults with County departments and other agencies in matters related to both active and inactive records. Creates and maintains computerized records and electronic tracking systems, and implements office procedures for these systems. Coordinates transition of inactive records to final disposition.

This is the second in a series of four records analyst-related job classifications within the Professional Support job family. This classification performs duties pertaining to records analysis, storage and management and performs other routine office duties. This classification is distinguished from the Records Analyst in that incumbents typically have less experience, do not act in a supervisory capacity and perform other routine office duties requiring a lower level of knowledge, skills and abilities.

• Receives, authenticates, maintains, disseminates, and tracks departmental records and information. Assigns, oversees, and documents the sealing or destruction of records as mandated by establishing procedures. Provides plain or certified copies of records upon request. Interacts with other County departments, other agencies, and Sheriff's Office employees by handling records requests. Responds to requests in person, by email, and by telephone in accordance with established policies, procedures and regulations.
• Examines and evaluates records-management systems to improve existing methods for efficient handling, protection, and disposition of records and information. Reviews requests and records to locate requested data and provide complete and accurate data to the requestor. Searches previous requests and file storage locations to determine if the data was pulled for a previous request. Provides updates or education to the requestor if the information requested is past the retention date or more information is needed to process the request.
  
  Recommends changes or modifications in procedures, utilizes knowledge of departmental processes, uniform coding systems and filing methods. Provides policy, procedural, and technical advice on less complex records management issues.
• Performs analysis to determine departmental recordkeeping requirements. Evaluates and assesses 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.
• 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 retention policies and schedules to determine timetables for transferring active records to inactive or archival storage, or for destroying obsolete or unnecessary records. Monitors the storage and disposition of records according to approved retention schedules and to ensure compliance with all applicable Federal, State and Local regulations.
• Coordinates special projects (disaster recovery, Communications projects), serves on committees, as required. May train others in records management procedures.
• Locates and transfers all parts of any recording device within the Communications division to available formats.
• Creates and maintains files for each recording or data request that is accompanied by a…