Enterprise Records Analyst

J  o  b    D  e  s  c  r  i  p  t  i  o  n

Job Information

Title:

Enterprise Records Analyst

Market Range:

IT14

Approved Date:

2/4/2021 5:54:04 PM

FLSA:

Exempt

EEO Code:

PROFESSIONALS

Career Level:

P2

Career Level Description:

Professional Level 2

Job Code:

100307

Job Family:

IT - Information Technology

Sub Family:

ITSEC - IT Security

Primary Purpose

Aid the Enterprise Records Manager with the continued expansion of the county-wide records management program. Work across the County to establish and implement effective policies, procedures, and practices to manage and safeguard County information assets.  Establish policies, procedures, assessments, and remedial actions necessary for all Wake County operations to comply with all records retention, data classification, and records management requirements.

•

Lead the cross-functional team to implement, administer the Enterprise-wide Policy and Procedure Management tool. Participate in the requirements definition, selection, and implementation of a technical solution that will allow users to manage county-wide policies and procedures.

1

35%

•

Assist the Enterprise Records Manager and departmental Records Champions in identifying records which meet the provisions of state and federal law, code and regulations, and developing a complete set of departmental records requirements. Analyze and determine the necessary lifecycles for various records types, provide expert advice and guidance on the development and maintenance of department processes, procedures, and practices in accordance with the Enterprise Records Management program and industry best practices. Periodically audit and review departmental procedures and practices for compliance with defined policies and best practices.

2

30%

•

Evaluate and recommend systems to be used for various aspects of records management. Particpate in the development of standards and procedures for each system of record. Work with Information Services in the development, installation, and maintenance of all integrated electronic records management systems to support the capture, storage, migration, and retrieval of information records as defined by the Enterprise Records Management program and related retention schedules.  Assist with the development and design of a disaster prevention / recovery strategy and business continuity strategy for the County's records. Service as administrator of new Policy Management system, supporting departmental implementations.

3

15%

•

Assist in the development of  records management and data classification training programs.  Perform training of County staff as needed; provide guidance on legal requirements, and document standards and appropriate procedures for preserving, storing, retrieving, retaining, and destroying records in accordance with Wake County policies and procedures.

4

20%

Position(s) may perform other duties in addition to the above as assigned by management.

*IMPORTANT* In the event of an emergency, as determined by the County Manager or designee, participation in preparedness and response operations should be expected. Employee may be required to fill a temporary assignment in a role different from standard duties, work hours and/or work location in preparation for, during and after the emergency. Employee may also be required to participate in relevant exercises and regular preparedness training.

Career Level Dimensions

Career Level:

P2

Career Level Description:

Professional Level 2

•

Works independently on projects/assignments that impact Work Group results.

•

Work is generally supervised and involves periodic process checks.

•

Responsible for making adjustments or recommended enhancements in systems and processes to solve problems or improve effectiveness of the Work Group.

•

Typically communicates within or outside the Work Group to provide information requiring some explanation or interpretation to reach agreement.

•

May provide guidance and assistance to entry level professionals or support staff.

•

Requires practical knowledge of the Work Group typically obtained through advanced education combined with experience.

Qualifications

•

Bachelors degree in Library and Information Science, Business Administration, Public Administration, Information Management, Social Science or a related field.

•

One year of experience in records management, regulatory compliance, internal audit or risk and control.

•

Five years of experience in records management, regulatory compliance, internal audit or risk and control may be substituted for the combined education and experience requirements.

•

Equivalent education and experience are accepted

•

Certified Records Manager

Within 1 Year

or

•

Information Governance Professional

Within 1 Year

•

Knowledge of the principles, best practices, and requirements of records management and records retention for electronic and paper records.

•

Knowledge and experience administering and maintaining records management systems.

•

Knowledge and experience providing oversight for records organization, classification, storage, access, retention, and destruction.

•

Knowledge and experience with business concepts, such as metadata management, taxonomies, enterprise search and discovery, litigation hold, information quality, and data mining.

•

Knowledge of the principles and practices of project lifecycle management, including planning, budgeting, scheduling, procurement, implementation, and ongoing support.

•

Knowledge of the principles and practices of process documentation, specifically understanding the development and management of policies and procedures.

•

Familiarity with ISO 15489 – International Standard for Records Management and DoD 5015.2 Standards.

•

Demonstrated exceptional communication skills and ability to clearly discuss and convey complex information technology concepts and terminology with both technical and non-technical staff at all levels within and outside the County.

•

Ability to work well with people from many different disciplines with varying degrees of technical experience.

•

Ability to market new concepts and champion change.

An individual must be able to perform each essential duty satisfactorily to perform this job successfully. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Competencies

Adaptability & Flexibility

Changes behavioral style or method of approach when necessary to achieve a goal; adjusts style as appropriate to the needs of the situation. Responds to change with a positive attitude and a willingness to learn new ways to accomplish work activities and objectives.

Communication

Creates an atmosphere in which timely and high-quality information flows smoothly up and down, inside and outside of the organization; encourages open expression of ideas and opinions.

Consulting

Applies knowledge of policies and procedures in the area of work to advise others across the organization on critical issues.

Interpersonal Skills

Treats others with courtesy, sensitivity, and respect.  Considers and responds appropriately to the needs and feelings of different people in different situations.  Perceives, assesses, and positively influences one's own and other individuals’ emotions.

Organizational Understanding

Understands agendas and perspectives of others, recognizing and effectively balancing the interests and needs of one's own group with those of the broader organization.

Results Orientation

Demonstrates concern for achieving or surpassing results against an internal or external standard of excellence. Shows a passion for improving the delivery of services with a commitment to continuous improvement.

Integrity

Act with honesty, transparency and respect in our interactions with co-workers and those we serve. Adhere, without exception, to laws, policies, procedures and professional standards.

Accountability

Establish high-quality standards for work. Add value. Measure results and hold self and others accountable for making progress toward desired outcomes. Take a logical and data-driven approach to decision-making.

Diversity

Believe that different backgrounds and experiences strengthen the organization and produce better results. Value inclusion across race, gender, age, religion, identity and experience, and strive to reflect in our workforce the diversity of our community.

Collaboration

Foster a work culture in which different ideas and opinions are encouraged and expected. Listen carefully and speak thoughtfully. Work together toward shared goals with mutual respect and cooperation.

Continuous Improvement

Continuously improve work processes and products. Provide a safe environment to be innovative and creative and try new things. When things don't go as planned, use it as an opportunity to learn, regroup and begin again. Provide time and resources for individuals to grow and develop both personally and professionally.

Wellness

Take proactive steps to be physically fit and healthy, emotionally strong, financially secure and socially fulfilled, while inspiring and empowering others to do the same.

Service Orientation

Commit to making a difference within the community. Actively engage in and enjoy our work. Deliver services that exceed expectations, with courtesy, politeness and sensitivity to the experiences, concerns and feelings of all co-workers and customers.

ADA Checklist

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Standard ADA Selection:

Office Environment

Standing

X

Walking

X

Sitting

X

Lifting/Carrying 0-10 pounds

X

Lifting/Carrying 10-20 pounds

X

Lifting/Carrying 20-50 pounds

X

Lifting/Carrying 50-100 pounds

X

Pushing

X

Pulling

X

Climbing

X

Balancing

X

Stooping

X

Kneeling

X

Crouching

X

Crawling

X

Reaching

X

Handling

X

Grasping

X

Fingering

X

Feeling

X

Talking

X

Hearing

X

Visual Perception

X

Repetitive Motions

X

Eye/Hand/Foot Coordination

X

Memorization/Concentration

X

Learning/Knowledge Retention

X

Preparing/Analyzing Numerical Figures

X

Use of Interfaced Commmunication Devices (Phone, Computer, Radio etc.)

X

Analyzing/Examining/Testing Data

X

Emotional/Behavioral Self-Regulation

X

Interacting with Others

X

Comprehension

X

Organization

X

Decision Making

X

Comprehension

Understand complex problems and collaborate to explore alternative solutions

Organization

Organize and prioritize individual work schedule to manage multiple tasks and/or projects

Decision Making

Make decisions that have significant impact on a department's credibility, operations and/or services

Communication

Communicate and explain a variety of information

Extreme cold

X

Extreme heat

X

Humid

X

Wet

X

Noise

X

Hazards

X

Temperature Change

X

Atmospheric Conditions

X

Vibration

X

Computers/Monitors

X