Records Analyst

Job Announcement: HR2024:68
Position Title: Records Analyst
Advertising: Tribal-Wide
Immediate Supervisor: Division Director - Regulatory Affairs
Department Director: Division Director - Regulatory Affairs
Department: Regulatory Affairs
Division: Regulatory Affairs
Employment Status: Non-Exempt
Position Type: Regular Full-Time
Mandatory Reporter: No
Background Check Required: Yes (data-sensitive) **
Opening Date: Monday, April 29, 2024
Closing Date: Monday, May 13, 2024 by 5:00 pm

Preference shall be given in accordance with the Title 33 (Tribal Employment Rights) of the Tribal Code/DFWP.

Overall Objectives of Position
The Records Analyst supports the OARM staff to access important information by assisting with all records-related requests and training. He/she ensures Tribal-wide adherence to the Records Retention Schedule and Records Management Program. The Records Analyst manages both paper and electronic records by providing detailed records inventory for accurate search and retrieval in our Records Management database. The Records Analyst manages records throughout their life cycles for all departments and Tribal entities and supports annual detailed record inventories for accurate search and retrieval in adherence to the Records Management Ordinance and OARM Policies and Procedures. This job description is not an all-inclusive list of the duties and responsibilities of this position. The Records Analyst is expected to perform all duties and responsibilities necessary to meet the goals and objectives of applicable programs.
The Records Analyst is expected to live the Purpose and Values of the Poarch Band of Creek Indians and will go beyond the call of duty.

Primary Responsibilities of the Records Analyst

• Responds to all staff and Patron requests for records research, orders, delivery and pick-up, documentation, and database training.
• Performs functions of the Records Management Program including inventory and index of records housed for research purposes.
• Assists in identifying records that are accessible or restricted for research and developing identification markers for the inventories in our database.
• Develops archival descriptions and metadata according to archival standers for research documents.
• Assists in planning, updating, and implementation of Records Retention Schedules for departments and Tribal entities.
• Assists in establishment of records analyst updates on best practices, processes, and workflows.
• Helps ensure effective operation and utilization of Records Management databases.
• Adheres to authentic quality control standards and practices.
• Creates and delivers training materials on the use of our Records Management Program to staff, departments and Tribal entities to help ensure compliance.
• Participates in special projects as assigned.
• Designs business processes, record types, records classifications and workflow strategies for the maintenance, access and retrieval of data in the OARM.
• Acts as point of contact for the day-to-day research operations.
• Develops and implements methods for quality control of research materials.
• Coordinates the creation, maintenance, retrieval, protection, retention, storage, and disposition of all records (electronic and paper) in accordance with the Records Management Ordinance.
• Demonstrates continuous effort to improve operations, work cooperatively with internal and external patrons and provides quality seamless customer service on research services.
• Research and write research appraisals, overviews, and summations on Project Management related to research projects.
• Develops PowerPoint presentations on Records Management Program.
• Performs other duties as assigned by appropriate person.

Day-to-day Responsibilities

• Provides day-to-day coordination of our Records Management Program.
• Works within a Team environment providing effective interaction and communication with the Director and staff.
• Employs precise data analysis, verbal, and written skills.

Education/License/Certification and Experience Requirements

• Bachelor's Degree in Archival Studies, Library Science, Education, History, Sociology, Anthropology, or a closely related field and/or a combination of education and employment experience in data analysis of records equivalent to four (4) years.
• Must have three (3) years of experience in Project Management environment.
• Must possess and maintain First Aid/CPR certification or obtain within ninety (90) days of employment.

Skills Required

• Must be well organized and possess attention to details.
• Absolute confidentiality.
• Ability to work with a close-knit team and collaborate with other departments' staff.
• Ability to work with records, archival databases, and online catalogs for research.
• Must have a working knowledge of computers with the ability to work in a Windows environment with various software programs such as Word, Excel, Project, PowerPoint etc.
• Strong customer service skills.
• Ability to work independently and manage multiple tasks and timelines.
• Strong verbal and written communication skills.
• Understanding of metadata standards and schema and how to apply them to records.
• Must be in good physical condition with the ability to sit, stand, walk, kneel, crouch, stoop, squat, and twist for an extended period of time as well as climb, lift, hold, and move objects weighing a minimum of fifty (50) pounds.
• Must be skilled and mature in making valid judgements, must possess demonstrated ability to establish workload priorities and balance diverse projects.
• Must be able to work well independently and to relate effectively with the public.

Additional Requirements

• Ability to work odd and irregular hours, as needed.
• Must successfully pass the required criminal and character background check.
• Ability to travel and participate in required training, leadership development and other events.
• Ability to adequately and successfully perform all duties and responsibilities of this position.

Every applicant must complete an application provided by Human Resources. A resume will not be accepted in the place of an application.

**Please note ALL individuals selected for employment are required to complete a background investigation. Individuals being placed in positions designed as child-sensitive or data-sensitive must successfully complete a background check prior to employment.

INDIAN PREFERENCE, SPOUSAL PREFERENCE, OR FIRST GENERATION:

In the event more than one applicant meets the requirements, as stated in a job description, preference shall be given in the following order: (1) Tribal Member (2) First Generation Descendant of a Tribal Member (3) Spouse of Tribal Member (4) Indian (5) Non-Indian

In the event that a position of employment is funded in whole or in part my any federal grant and/or contract or other public funding, preference shall be given in the following order: (1) Indian (2) Non-Indian

In order to receive preference, the appropriate documentation must be submitted.