Records Management Coordinator

GENERAL DESCRIPTION OF WORK:

Responsible for assisting with coordinating VIA's records management program including the organizing, maintaining, and proper handling of records, and ensuring compliance with statutory obligations and internal policies. This position will work closely with department area record coordinators (ARCs), as applicable, to assist and support each department's record needs for paper and electronic records.

ESSENTIAL FUNCTIONS:

• Assists departments with assessments and inventory of agency records, management of records through their lifecycle
• Coordinates with ARCs and/or provides direct assistance to departments/divisions for the storage, retrieval, preservation and maintenance, destruction, retention, security, and public access of electronic records.
• Coordinates with ARCs and/or provides direct assistance to departments/divisions to identify records that have met their retention period according to record retention schedules. Review/prepares and processes documentation required for the disposition of records. Ensures record disposition is in conformity with established procedures.
• Follows procedures for records management projects and supports VIA's record keeping practices to ensure that regulatory requirements or records management are met.
• Assists in creating, updating, and maintaining records in compliance with relevant laws and regulations.
• Organizes physical and digital records for easy retrieval and reference within VIA's Electronic Document Management System (EDMS) and physical storage facilities.
• Enters and submits all RMP procurement requests. Ensuring account codes are accurate.
• Provides budget support to RMP budget, records and monitors expenses, and reports potential shortages/overages to the manager.
• Ensures that records are retained for the appropriate duration as per retention policies and disposing of them securely when required.
• Assists in managing access to records and responding to requests for information from Executive Management Team, the public, or other authorized parties. Limits access to documents stored offsite to authorized personnel.
• Safely archives historical records and documents of significance to the VIA's history.
• Provides support and assistance in training staff members and Area Record Coordinators (ARCs) on records management best practices and compliance with record-keeping regulations.
• Assist in conducting regular audits to ensure data accuracy, security, and compliance with record-keeping standards.
• Coordinates the secure and lawful disposal of records that have reached the end of their retention period.
• Keeps abreast of changes in record-keeping regulations and adjusting practices to ensure ongoing compliance.
• Assists VIA employees and the public with record requests and inquiries in a helpful and timely manner.
• Maintains the integrity, accessibility, and security of VIA's records at all times. Prepares and maintains a variety of correspondence, reports, and related documentation.
• Maintains a high degree of confidentiality related to sensitive information.

This job description excludes marginal functions that are incidental to performing the job. Other duties may exist.

REQUIRED EDUCATION AND EXPERIENCE:

Associate's degree in Archives, Records Management Administration, Library or Information Science or related field, and three (3) years of records management experience or equivalent combination.

PREFERRED QUALIFICATIONS:

• Certified Records Analyst (CRA) Certificate or other related Records and Information Management certifications.
• Bachelor's degree.
• Experience/knowledge in records management with an electronic records management system.

ADDITIONAL REQUIREMENTS:

• Knowledge of Texas Local Government Records Act of 1989, Texas State Library and Archives Commission (TSLAC) and the Generally Accepted Recordkeeping Principles (The Principals) policies and procedures relating to records management.
• Knowledge of records management and information management program and functions.
• Must be able to organize and present clear oral and written reports.
• Proficient in computer software applications, including common software, e.g., Microsoft Office (Outlook, Word, PowerPoint, Calendar, and Excel.
• Must have the ability to meet and work with fellow employees (ARCs) and the public and maintain effective working relationships.
• Demonstrates accuracy and thorough quality of work; looks for ways to improve and promote quality work job performance; applies feedback to improve performance; monitors own work to ensure quality. Demonstrates accuracy and quality of work.
• Must be able to adapt to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.
• Must be able to independently pursue training and development to enhance productivity. Must be a self-motivator, seeking increased responsibilities. Asks for and offers assistance when needed.
• Must be able to follow sound business practices adhering to management direction, completing tasks on schedule, keeping commitments and taking responsibility for own actions.
• Must be able to adapt well to rapidly changing situations and multiple priorities.

Safety Accountability Statement:

- Employees must consider safety in all tasks performed, as well as demonstrate safe judgment and decisions that not only maintain their own safety; but that of fellow employees and customers.

- Demonstrate a professional commitment to assure compliance with all organizational policies, practices, and programs related to safety, health, and system security.

- Employees have a responsibility to identify and report hazards, as well as potentially unsafe conditions, to your immediate supervisor or Safety Department.

- Employees are responsible, and required, to stop a job/task to prevent an unsafe incident or act from occurring. This acknowledges the threat of potential injury, property damage and the opportunity for better judgment to be used.

Must comply with and support VIA's EEO policies and procedures.

PHYSICAL REQUIREMENTS:

Physical ability required to be mobile, bend, stoop, stand, reach and occasionally lift objects weighing 35-40 pounds such as files and large reference books.

WORK ENVIRONMENTS:

• Work involves deadlines and multiple priorities.
• May be moderately exposed to unpleasant working conditions to include dust, noise, temperature, weather, petroleum products, and chemicals while visiting VIA's operating facilities, assuming incumbent is observing all policies and procedures, safety precautions and regulations, and using all protective clothing and devices provided.

VIA is an Equal Employment Opportunity Employer, providing equal opportunity to all qualified individuals, regardless of race, color, religion, age, sex, national origin, veteran status, genetic information, or disability.