Position Opportunity: Records Analyst, Indiana State Archives and records Administration

About the Job:

Effectively assist with the management, transportation, retrieval, storage, and disposition of records at the State Records Center. This position is critical to ensuring these documents’ efficient, safe, and secure management. This position allows IARA to efficiently serve both patrons and agencies and assures access to records today and for future generations. Supervision is provided by the agency’s Program Director. The Analyst may direct the work of Stores Clerk 2s, and work collaboratively with other Records Analysts assigned to the division. This position will be assigned to the Records Center located on E 30th Street.

A Day in the Life:

The essential functions of this role are as follows:

• Determine significance of records and drafts retention schedule.
• Develop system to organize records according to appropriate record retention schedules.
• Designate records for disposal and verify legality of disposal and records information on database.
• Design database to utilize records as a cross reference or for reference use by more than one agency.
• Answer questions concerning matching of records series with corresponding retention schedule.
• Perform advanced forms analysis and specification writing.
• Resolve form problems in regard to specification or other specific agency requirements.
• Complete reports stating number of forms designed, deleted, revised or reprinted.
• Direct and coordinate the work of lower-level analysts and train subordinates in methods and procedures of records management and forms design and analysis.
• Coordinate information systems collection and retrieval.
• Coordinate preparation of printed materials and/or retention and deletion of state form

The job profile is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

What You’ll Need for Success:

You must meet the following requirements to be considered for employment:

• Specialized knowledge of specific agency functions needed to assist agencies with records management and to develop appropriate forms.
• Specialized knowledge of information systems organization principles, including systems analysis techniques and information management process: from forms development, through agency use and retention to final disposition of records.
• Specialized knowledge of principles and techniques of retention schedules.
• Specialized knowledge of forms analysis and design, printing methods, techniques, and practices used to develop cost-effective and practical forms applicable to retention and storage.
• Specialized knowledge of research methods and laws governing the use, storage, and retrieval of public records and the ability to compile a history of agency records management responsibilities and actions.
• Ability to communicate effectively, especially in drafting accurate, complete, and concise descriptions for retention schedules.
• Ability to analyze the flow of records-purpose and length of required retention to determine the most efficient and cost-effective system of information management.
• Ability to apply random information to principles of systems organization and records retention.
• Ability to train and coordinate the work of lower-level analysts.

Supervisory Responsibilities/Direct Reports: