Records Retention Analyst
Job Title: Records Retention Analyst
Reports To: Records Supervisor
Open Date: June 10, 2021
Close Date: June 24, 2021
Hiring Salary: $15.70 - $20.06 per hour, depends on experience
Salary Range: $15.70 - $23.55 per hour, depends on experience
Job Summary: To cover all aspects of recordkeeping from creation, management, control, storage and disposition, through in-depth area of recordkeeping technologies. Examines and evaluates records retention schedules and government recordkeeping requirements to determine timetables for transferring active records to inactive or archival storage, for reducing paper records to electronic storage form or for destroying obsolete or unnecessary records. Examines and evaluates digital and physical evidence to determine timelines for destruction. Confers with records personnel, supervisory personnel, City and County legal personnel, investigation personnel and other stakeholders to establish timelines for records retention schedules based on Idaho State Statutes and City Ordinances.
Essential Duties & Responsibilities: Uses computerized analytic tools to create charts, maps, timelines, and link diagrams for the purpose of demonstrating analytical findings, including target relationships and time sequence of events; Performs inferential statistical analysis of relevant historical and current crime data; Prepares statistical and informational reports; Confers with departmental personnel to report on findings and trends; Assists in departmental needs assessment evaluations and strategic planning processes; Will coordinate records retention of police information throughout the department. This will include retention management; daily research and review to process and update police records in Records, Evidence, BWC, court information within multiple information systems, etc.; Will be responsible for the management of body worn video tagging, and applying the retention schedule to body worn video; The complete workflow for those tasks affecting retention will cover many things like case closings, adjudications, PA review and updates (ADA PA, City PA & JUV PA), daily research and processing for records retention records; May function as liaison between the Meridian Police Department and other agencies in the area; Any other duties or responsibilities as may be assigned or determined; 2 Records Specialist duties may be required based on need, and may consist of the following: o Assists the public in person or on the phone, in contacting Dispatch with requests for an officer response, along with receiving and processing walk-in accidents, payments, receipts, copies, maps, directions, etc.; o Responds to all internal and external customers (City employees, other governmental representatives, business organizations, community groups, and/or the public) with respect and in a courteous and friendly manner; o Handles situations in which customers are upset, confused, or angry concerning their being victimized, contact with an officer, the allegation of involvement in a crime, or just in need by directing them to an officer, the appropriate person, or department; o Receives and distributes mail throughout the department to designated personnel; o Communicates with others to maximize the effectiveness and efficiency of intra- and interdepartmental operations; o Notifies Dispatch of the need for an officer to respond and collects the information necessary for such dispatch; o Takes messages for officers and directs calls or appointments to the appropriate officer; o May provide general information and phone numbers to customers on other programs and services within the community.
Job Specifications: An Associate’s Degree from an accredited college or university, preferably in criminal justice or related research field, and/or 2 years of practical experience in crime analysis, data collection and computer operations. Must successfully pass the basic and advanced NCIC tests within six (6) months of hire; Must successfully complete a six-month Introductory Period of Employment (from date of hire).
Knowledge, Skills & Abilities: Records management and maintenance methods and principles; State and municipal administration and recording regulations, practices, policies and procedures; Official and original records and documents organization; Maintenance and system policies, procedures and techniques; Ability to make sound judgments and draw conclusions based on thoroughly researched information and policy guidelines, customer service methods and communication techniques; Modern office equipment procedures and practices; Automated and database system methods and practices; Proper grammar, spelling and punctuation; and standard office practices. 3 Licensing and Certifications: ICRM Certification-Institute of Certified Records Manager (ICRM) preferred; ARMA Certification-Association of Records Managers and Administrators preferred; Association of Records Managers and Information Management (RIM) preferred.
Work Environment and Physical Demands: Work is performed primarily in an office environment with moderate noise level. The employee in this class is frequently subject to inside environmental conditions which provide protection from weather conditions but not necessarily from temperature changes, and is occasionally subject to outside environmental conditions; Constantly requires sitting at a desk for long hours up to ten (10) hours and the ability to lift up to ten (10) pounds; Constantly requires clarity of speech and hearing, which permits the employee to communicate effectively; Constantly requires the repetitive movement of the wrists, hands, and/ or fingers; Constantly requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks.
Travel Requirements Local travel is occasionally required; Some in state and out of state travel may be required for training.