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Records Analyst

Georgia.gov

Georgia.gov

IT
Atlanta, GA, USA · Georgia, USA · Atlanta, GA, USA
Posted on Friday, July 5, 2024

Make a difference and join the DCA Team! DCA gives employees more to do than merely make a living. We are serious about helping Georgia's families live more abundantly with a greater sense of hope and achievement. If public service, a great environment, and the desire to enrich the lives of others motivate you to do your best work, you should consider joining the DCA Team.

OUR MISSION

To help build strong, vibrant communities.

OUR VISION

For Georgians of today and tomorrow to have the opportunity to live and work in thriving communities.

OUR CULTURE

We are a diverse team of highly competent and committed professionals who strive to help people and communities thrive through technical expertise, innovative thinking, and a passion for making a difference. Team members are at their best when collaborating and supporting each other as they perform challenging and dynamic work

General Description

The Georgia Department of Community Affairs (DCA) is a state organization dedicated to partnering with communities to help create a climate of success for Georgia's families and businesses. DCA offers a fast-paced, challenging, and dynamic environment that requires attention to detail, pride in quality of work, and the ability to work as a versatile team player.

Summary

The DCA Records Analyst, under the supervision of the DCA Records and Information Management Director, provides knowledgeable and reliable records and information support to Agency programs and offices, while upholding industry standards and best practices. The Office of Records and Information Management employs an Enterprise Content Management (ECM) system, MicroFocus Content Manager, to manage the inventory of offsite records, as well as program-based electronic records. The Records Analyst’s primary duty will be to utilize this system to manage weekly records requests, track records locations, and perform data entry for transmittals of new accessions to the State Records Center (SRC). The Records Analyst will also perform training and manage open records requests. Additional duties include packing and moving large quantities of boxes for transmittal to SRC; being the primary point of contact with SRC for records requests, transmittals, and deliveries; auditing records for destruction both onsite and offsite. The DCA Records Analyst position reports to the DCA Records and Information Management Director.

Minimum Eligibility Requirements

  • Bachelors degree with the intent to enter a graduate program in library science, archival studies, or a related field.
  • 2 Years Experience working in a records management, library science, or archives role.
  • Graduate degree in archival studies, library science, or a related field, or is actively enrolled in a graduate program, preferred.
  • Holds or is actively pursuing certification to be a Certified Archivist (CA), or Certified Records Analyst/Certified Records Manager (CRA/CRM), preferred.
  • Electronic records management experience.
  • Experience using the enterprise content management system MicroFocus Content Manager/HP TRIM.
  • Exhibit enthusiasm for solving problems and be comfortable with change.
  • Knowledge of records retention schedules.
  • Experience working in databases and/or content management systems.
  • Must maintain confidentiality of highly sensitive records.
  • Must have attention to detail for repetitive tasks that involve large amounts of data.
  • Must have strong project management skills to manage tasks with little oversight.
  • Must be fluent with Microsoft Office particularly Outlook, Excel, and PowerPoint, and Adobe Acrobat.
  • Must exhibit strong oral and written communication, particularly in composing email in a professional manner.
  • Preference will be given to candidates with experience digitizing paper records for preservation or experience transitioning from paper to electronic workflows.
  • Experience with GovQA, preferred
  • Must possess excellent customer service skills, positive attitude and work well under pressure
  • Ability to multi-task, meet deadlines, and work in a fast-paced environment

Job Duties and Responsibilities

  • Respond politely and courteously to customer inquiries via email and telephone and offer resolutions to customer inquiries/problems.
  • Provide knowledgeable and reliable records and information support to Agency programs and offices, while upholding industry standards and best practices.
  • Manage the inventory of offsite records and program-specific electronic records via an Enterprise Content Management (ECM) system, MicroFocus Content Manager
  • Utilize content management systems to manage weekly records requests, track records locations, and perform data entry for transmittals of new accessions to the State Records Center (SRC).
  • Develop and deliver training agency-wide on records storage, destruction and open records requests.
  • Packing and moving large quantities of boxes for transmittal to SRC
  • Serve as the primary point of contact with SRC for records requests, transmittals, and deliveries
  • Routinely audit records for destruction both onsite and offsite.
  • Assist with records retrieval and redactions, as necessary
  • May provide guidance or training to other Records and Information Management staff and/or agency staff
  • Performs other related duties as assigned.

PHYSICAL/SENSORY REQUIREMENTS

Sedentary Work – Ability to exert 10 - 20 pounds of force occasionally, and/or negligible amount of force frequently to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time but may involve walking or standing for brief periods of time.

Working Conditions (travel, hours, environment)

Medium Work – Ability to exert 20-50 pounds of force occasionally, and/or 10-25 pounds of force frequently, and/or greater than negligible up to 10 pounds of force constantly to lift, carry, push, pull, or otherwise move objects. The employee is often required to use their hands and fingers, to handle or feel. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl.

NOTE: All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, age, disability, protected veteran status, or any other characteristic protected by law. All qualified applicants will be considered but may not necessarily receive an interview. Due to the large volume of submissions received by this office, information concerning application and/or interview status cannot be provided. Selected applicants will be contacted for next steps in the interview process. Applicants who are not selected will not receive notification. This position is subject to close at any time once a satisfactory applicant pool has been identified.

DCA is an Equal Opportunity Employer. If you need an accommodation for an interview, please contact the Human Resources Office at (404) 679-4845

Hiring is contingent upon satisfactory results of employment verification, background, criminal records investigation and motor vehicle reports.

This job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the business and requirement of the job change. This job posting may close at any time upon gaining a sufficient applicant pool from which to select a qualified candidate.

All duties and responsibilities listed are considered to be essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. Marginal functions of the position (those that are incidental to the performance of the job duties) have not been included. However, the omission of specific statements of duties does not exclude them from the position if the work is similar, related, or logical assignment to the position.

High school diploma/GED and three (3) years of job-related experience; or one (1) year of experience required at the lower level Admin Assistant 1 (GST050) or position equivalent. .
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