Records Analyst
Indianapolis, IN, US, 46204
Work for Indiana
Begin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering a range of opportunities across 60+ agencies. At the state, you'll find competitive compensation, a robust benefits package and a commitment to work-life balance. Most importantly, you'll have the chance to make a real and measurable impact on the lives of Hoosiers across Indiana.
About the Indiana Department of Transportation:
The Indiana Department of Transportation (INDOT) provides a dynamic workplace that serves Indiana citizens, improves our state’s quality of life, and enhances its economic opportunity. INDOT has a number of innovative programs and projects, including Public-Private Partnerships, Green Initiatives, and cutting-edge uses of materials and assets. As part of the State of Indiana, INDOT offers a competitive total compensation package, as well as an outstanding work/life balance. Whether you are an established professional in the transportation field or just starting your career, INDOT has exciting and challenging opportunities for you.
Role Overview:
The Research Analyst ensures acknowledgements, research and replies are conducted throughout all pertinent records to fulfill customers' records requests; research will be completed within 24 hours for 90% of projects and the remaining 10% will be completed within three (3) working days. These include ROW plans, construction plans, grants and deeds, and pile driving records. The research analyst is responsible for searching our system or actual document files to provide customers with what they need.
Location:
This position is located in INDOT’s Central Office.
Salary:
The salary for this position traditionally starts at $34,216.00 but may be commensurate with education or work experience.
A Day in the Life:
The essential functions of this role are as follows:
- Assist agency personnel with responsible records management; develop record making and record keeping procedures and guidelines and assist agencies to resolve records management problems per senior analyst’s instructions.
- Perform necessary research required for drafting legally acceptable records, retention schedules and monitor Archives Accession Registers to determine agency compliance with retention schedules.
- Implement forms and other special records research and analysis projects: accessions, inventories and prepare records for microfilm storage, finding aids, and put special collections in order to identify and correct inventory errors and searches Archives for lost or misfiled materials.
- Answer patrons’ requests in person, by phone and/or by correspondence to identify and locate references.
- Retrieve material from Archives per patrons’ requests and assists co-workers or staff of other agencies to facilitate answers to reference questions.
- Request information from agencies for forms use, accuracy of specifications, consolidations, retention and deletion schedules; direct agencies to submit information according to forms regulations and printing requirements; write specifications for forms, records and other documents; determine whether incoming records are sent to design or analysis sections for processing and checks returned proofs of forms for accuracy.
- Develop generic printing specifications to be submitted so that maximum number of vendors may bid on work.
- Advise subordinates on procedures for correcting inaccurate or problem forms.
- Design and revise forms to meet needs of agencies.
The job profile is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.
What You'll Need for Success:
You must meet the following requirements to be considered for employment:
- Specialized knowledge of agency policies, procedures and objectives needed to perform operations involved in records management.
- Specialized knowledge of structure of state government and specific agency functions needed to assist agencies with proper records management.
- Specialized knowledge of Archives records and limitations required in answering reference and research requests.
- Specialized knowledge of forms design and construction to develop cost effective and practical forms.
- Specialized knowledge of information management process: from forms development, through agency use and retention to final disposition to Records Center or Archives.
- Working knowledge of printing and bindery techniques used in records retention and storage procedures.
- Working knowledge of, and ability to use, modern office equipment such as personal computers, microfilm readers, typewriters, copiers and other machines.
- Ability to process information systematically and prioritize multiple projects.
- Ability to respond to requests with tactfulness and diplomacy.
- Able to perform essential functions with or without reasonable accommodation.
Supervisory Responsibilities/Direct Reports:
Benefits of Employment with the State of Indiana:
The State of Indiana offers a comprehensive benefit package for full-time employees which includes:
- Three (3) medical plan options (including RX coverage) as well as vision and dental plans
- Wellness Rewards Program: Complete wellness activities to earn gift card rewards
- Health savings account, which includes bi-weekly state contribution
- Deferred compensation 457(b) account (similar to 401(k) plan) with employer match
- Two (2) fully-funded pension plan options
- A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to:
- 150 hours of paid New Parent Leave and up to eight weeks of paid Childbirth Recovery Leave for eligible mothers
- Up to 15 hours of paid community service leave
- Combined 180 hours of paid vacation, personal, and sick leave time off
- 12 paid holidays, 14 on election years
- Education Reimbursement Program
- Group life insurance
- Referral Bonus program
- Employee assistance program that allows for covered behavioral health visits
- Qualified employer for the Public Service Loan Forgiveness Program
- Free Parking for most positions
- Free LinkedIn Learning access
Equal Employment Opportunity:
The State of Indiana is an Equal Opportunity Employer and is committed to recruiting, selecting, developing, and promoting employees based on individual ability and job performance. Reasonable accommodations may be available to enable individuals with disabilities to complete the application and interview process as well as perform the essential functions of a role. If you require reasonable accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at jobs@spd.IN.gov.
Nearest Major Market: Indianapolis
