Records Analyst (City of Austin Employees Only)

Minimum Qualifications
Graduation with a Bachelor’s degree from an accredited college or university plus one (1) year of records management experience.

Experience may be substituted for the required education up to a maximum of four (4) years.
Completion of COA Records Management Certificate Program may substitute for two (2) years of experience or education.

Licenses or Certifications:

Must have valid Texas Driver’s License.
Must have City of Austin’s Records and Information Management Certificate or must obtain Certification within two (2) years of hire/appointment.
Notes to Applicants
Position Overview:
The Records Analyst is responsible for overseeing the development and Implementation of Records management within Austin-Travis County EMS as delegated by the Records Administrator. There person in this role will be responsible for completing request from various sources and complying with all regulatory requirements for releasing confidential information. Additionally, The Records Analyst is tasked with the effective and appropriate management of the organization’s records from their creation through to their disposal. This role ensures that the organization’s records are accurate, complete, and can be accessed and used when needed.

About EMS :
The Emergency Medical Services department is responsible for managing critical time-sensitive life-threatening emergencies. While most of the assistance EMS gives to the community is medical in nature, everything we do is about service: service to our patients, their families and loved ones; service to our community; and service to the people who make up Austin-Travis County Emergency Medical Services.

Why work for the City of Austin?
The City of Austin provides generous benefits including medical, retirement plans, paid time off, as well as hybrid work schedules for eligible positions. Joining our team means you will have access to a network of 17,000+ City of Austin employees and the opportunities for training and professional growth are many!

Regarding your Application:

• A detailed, complete City of Austin employment application is required to evaluate your qualifications and, if selected as a top candidate for the position, will be used when determining salary.
• Statements like “see resume” will not count when determining experience. Please be thorough in completing the employment application and list all experience that is relevant to this position. The application and resume must include dates (month and year) for each job history entry. In addition, the resume information must match the information on the application.
• Please describe your specific experience as it relates to the minimum and preferred qualifications when responding to the supplemental questions on the application. The responses to the supplemental questions should reference the employment history listed in the employment history section.
• Incomplete applications will not be considered.

EMS reserves the right to close posted positions prior to the advertised close date, based on recruitment strategies and business needs.

VETERANS :
Veterans, we thank you for your service and welcome your application. If you are selected as the top candidate for the position you will be required to provide your DD214.

Are you already a COA employee?
Employees in Good Standing, who are candidates within the Department or division that the Position resides in, and who meet the minimum and preferred qualifications for the position will be included in the initial interview.

ATCEMS employee must remain in Good Standing through the Top Candidate Selection phase at which time the Good Standing status will be re-verified.

LANGUAGE :
Must have the ability to read, write, and fluently speak English.
Pay Range
$25.74 - $30.50

Hours
Monday - Friday: 6:00 a.m. - 2:00 p.m.

A hybrid work schedule is available for this position. The person selected for this position may be required to work in office full-time during a training period of at least one (1) month or more if needed. Performance will be evaluated at the conclusion of the training period to determine hybrid schedule.
Job Close Date 01/16/2025 Type of Posting Reserved for City Employees Department Emergency Medical Services Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Clerical Location 15 Waller St. Preferred Qualifications

• Experience with HIPPA , Hitech, and Release of Information practices
• Knowledge of Subpoena notification requirements
• Experience with completing affidavits, deposition questions, and cross examination questions

Duties, Functions and Responsibilities
Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.


Coordinates the development and implementation of departmental records and information management programs. Reviews the effectiveness of departmental record-keeping practices and proposes recommendations for improvement. Coordinates the development and implementation of departmental records management policies, standards, and procedures for, indexing, classification, retention, disposition, and protection Oversees the completion and ongoing maintenance of the department’s records inventory. Coordinates the review process for the department’s records control schedules and submits them to the Office of the City Clerk for review and approval. Works with the Office of the City Clerk to maintain the control schedules and keep them up-to-date. Assists with the identification of the department’s vital records and the creation and maintenance of the department’s vital records protection and disaster recovery plans. Develops and delivers records management training programs and materials including policies, standards, and procedures Reviews and approves requests to transfer departmental records to the Records Center or destroy records that have met retention requirements. Reviews and approves the disposition of the department’s records and submits disposition requests to the Office of the City Clerk. Attends meetings, recommends tasks for, and evaluates the performance of, the department’s Records Management Team. Attends corporate/departmental Records Management Team meetings and coordinates with the Office of the City Clerk. Prepares an annual report on the status of the department’s records and information management program.

Responsibilities- Supervision and/or Leadership Exercised:

none
Knowledge, Skills and Abilities
Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.


Knowledge of professional records and information management theory, best practices, principles, standards, technologies, and requirements.
Knowledge of their department’s services and operations and the records, data, and information systems that support them.
Knowledge of departmental practices, policies, and procedures. Familiarity with local, state, federal guidelines, laws, and regulations related to records and information management.
Knowledge of the City’s practices regarding retention schedule development.
Knowledge of the City’s practices regarding disaster planning and business recovery techniques for records.
Knowledge of departmental disaster planning and business recovery plans.
Knowledge of the City’s practices regarding the management of records with historical value.
Knowledge of training methodologies and techniques including, curriculum development. Ability to train others
Skill in multi-tasking and prioritizing job duties
Skill using computers and standard desktop software applications.
Skill in oral and written communication
Skill in analysis, problem solving and decision making.
Skill in communication, team building, and coaching.
Ability to write formal policy and procedure documentation.
Ability to work with all levels of staff. Strong customer service orientation.
Criminal Background Investigation This position does not require a Criminal Background Investigation EEO/ADA
City of Austin is committed to compliance with the Americans with Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call (512) 974-3210 or Texas Relay by dialing 7-1-1.

The City of Austin will not discriminate against any applicant or employee based on race, creed, color, national origin, sex, gender identity, age, religion, veteran status, disability, or sexual orientation. In addition, the City will not discriminate in employment decisions on the basis of an individual’s AIDS , AIDS Related Complex, or HIV status; nor will the City discriminate against individuals who are perceived to be at risk of HIV infection, or who associate with individuals who are believed to be at risk.

Information For City Employees: If you are an employee within the department, are in good standing and meet both the minimum and preferred qualifications, then you will receive an initial interview.

Supplemental Questions

Required fields are indicated with an asterisk (*).
* This position requires graduation with a Bachelor’s degree from an accredited college or university plus one (1) year of records management experience. Experience may be substituted for the required education up to a maximum of four (4) years. Completion of COA Records Management Certificate Program may substitute for two (2) years of experience or education. Do you meet the minimum qualifications for this position?

• Yes
• No

* Are you currently an employee of the City of Austin?

• Yes
• No

* This position requires a valid Texas Class C Driver License. Do you have a valid Texas Class C Driver license or, if selected for this position, do you the ability to acquire a valid Texas Class C Driver license by your hire date?

• Yes
• No

* The City of Austin Driver Eligibility Standards require that External New Hires meet the City’s Driver Record Evaluation (DRE) requisite. To be considered for a driving position, applicants cannot have more than three moving violations or a total of six Driver Record Evaluation points within a period of thirty-six (36) months. Do you meet this requirement?

• Yes
• No

* The successful candidate in this role must have the City of Austin’s Records and Information Management Certificate or must obtain Certification within two (2) years of hire/appointment. Do you currently or will you be able to meet these minimum qualifications?

• Yes
• No

* Please describe your experience with HIPPA, Hitech, and Release of Information practices.
(Open Ended Question)
* Please describe your work related experience in handling Subpoenas.
(Open Ended Question)
* Please describe your experience with completing affidavits, deposition questions, and cross examination questions.
(Open Ended Question)


Optional & Required Documents

Required Documents Resume Optional Documents

• 

• City of Austin

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