SOS Records Analyst III; JP- Executive

The Secretary of State is one of six state officials named by the Texas Constitution to form the Executive Department of the State. The Secretary is appointed by the Governor, with confirmation by the Senate. The Secretary serves as Chief Election Officer for Texas, provides a repository for official and business and commercial records required to be filed with the office;

publishes government rules and regulations and commissions notaries public; and also serves as keeper of the state seal and attestor to the Governor's signature on official documents.

The Secretary of State seeks a Records Analyst III to work in the agency’s Legal Division. The Records Analyst performs advanced (senior-level) records and information management work. This position involves coordination with the agency’s legal staff and other divisions to design, evaluate, review, recommend, implement, update, and maintain a records and information management program for the Secretary of State, as well as assist with the processing of public information requests.

The Records Analyst works under limited supervision, with considerable latitude for the use of initiative and independent judgment.

• Classifies, stores, accesses, and retrieves agency records and information.
• Provides assistance to employees on a variety of matters related to records and information management.
• Gathers information to help with the identification of records to ensure that they are correctly categorized for records retention.
• Assists with the processing of public information requests and coordinates with agency legal counsel and other employees to gather appropriate records and respond to requests in accordance with the Public Information Act.
• Coordinates, develops, and conducts records management training for agency staff.
• Develops, maintains, and implements the agency’s records retention schedule.
• Participates in the development and implementation of goals, objectives, policies, and priorities for the management of records.
• Reviews the effectiveness of the agency’s record-keeping practices and records management systems, and proposes recommendations for improvement.
• Identifies vital records, and assists in the creation and maintenance of the agency’s vital records protection and disaster recovery plans.
• Prepares administrative reports, studies, and specialized research projects.
• Provides assistance with developing and conducting surveys, inspections, or reviews to determine compliance with records management requirements, laws, regulations, policies, and procedures.
• Oversees the completion and ongoing maintenance of records inventory.
• Maintains agency records disposition log(s).
• Identifies and transfers inactive records for storage and destruction, and advises agency employees in coordination with agency legal counsel regarding the transfer of agency records, in accordance with all applicable laws, policies, and procedures.
• Participates in the design and implementation of filing systems and filing procedures.
• Ensures that records are released to external customers in conformance with the approved retention schedule.
• Performs other duties as assigned.

A DETAILED AND COMPLETE APPLICATION IS REQUIRED TO DEMONSTRATE HOW YOU MEET THE REQUIRED QUALIFICATIONS BELOW.

• Graduation from an accredited four-year college or university.
• 2 years of records management experience.
• Experience and education may be substituted for one another.

• 3-5 years of records management experience.
• Working knowledge of the Texas Public Information Act.
• Experience with processing public information requests for a governmental body.

• Knowledge of foundational records management theory and practice; records management laws, regulations, rules, policies, and procedures; and principles and concepts of information governance and various phases of records and information management.
• Ability to research, analyze, and evaluate data and information to formulate conclusions and communicate guidance orally or in writing; to apply standardized information management strategies and procedures to…