Records Management Specialist

Job Description

Records Analyst Assistant, Special Project Worker | Travis County

The Tone:
This is a temporary, contract role at Travis County, located in Austin, TX. Travis County is a government entity providing essential public services to its community. This role is critical within the Records Management Division’s Retention & Disposition team, ensuring the accurate and compliant management of court case files, facilitating access for in-house requesters and the public, and supporting long-term records retention initiatives.

The TL;DR
• Role: Early Career
• Type: Temporary, Contract
• Location: In-person, Austin, TX

• Team: Records Management Division’s Retention & Disposition team
• Mission: Ensure efficient circulation, scanning, redaction, and disposition of court case files, maintaining compliance and public access.
• Tech Stack: Case management system, electronic scanning equipment, word processing, spreadsheets, databases, records management software applications.

What You’ll Actually Do
• File Circulation & Offsite Storage: Manage the complete lifecycle of offsite court case file circulation, including placing daily orders, coordinating pickups, receiving deliveries, and distributing files to in-house requesters, while maintaining proactive communication and troubleshooting vendor issues.
• Digital Records Management: Conduct comprehensive scanning of full misdemeanor case files, accurately upload them into the case management system, and meticulously redact sensitive information prior to making them available online.
• Records Integrity & Quality Control: Authenticate, track, and disseminate departmental records, providing certified copies, documenting sealing or destruction, and implementing quality control procedures to ensure the integrity and correct indexing of all documents.
• Retention & Disposition Projects: Contribute to various records retention and disposition initiatives, such as conducting inventories, preparing documents for imaging, assisting with microfilm conversion, and monitoring compliance with retention schedules for storage and destruction.
• System Evaluation & Public Service: Evaluate records management systems for efficiency improvements, recommend procedural modifications, assist with assessing document security, and respond to public requests for records in person, by mail, or by telephone.

The Must-Haves
• Background: Bachelor’s degree in Records Management, Public Administration, Business Administration, Library and Information Sciences, or a directly related field, or an equivalent combination of education and experience.
• Experience: This is an entry-level position where incumbents typically have no prior experience, performing general office duties and demonstrating foundational knowledge, skills, and abilities in records analysis.
• Skills: Strong verbal and written communication, the ability to interpret diverse instructions, conduct records inventories and research, apply problem-solving and decision-making techniques, and utilize computer equipment for word processing, spreadsheets, and database management.
• Bonus: Knowledge of Federal, State, Local, and County laws and regulations applicable to records management, along with principles of record keeping and record retention schedules.