Records Analyst

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 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:
This position will maintain INDOT’s Electronic Records Management System up to date which allows any employee easy access to any documents needed in their job. To print all the plans for letting and making sure they are received by each District for any project being performed. To work in the newspaper advertising for Real Estate acquisition to stay in compliance.

Location:
This position is with INDOT's Central Office.

Salary:
This position traditionally starts at an annual salary of $31,668.00 but may be commensurate with education and job experience.

The essential functions of this role are as follows:

• Follow senior analyst’s instructions and assist in implementation of forms/records analysis projects.
• Process incoming records in accordance with retention schedules and consult with senior Records Analyst or agency Program Director to determine which records should be stored permanently for historical significance.
• Accession or record, according to order of acquisition, incoming records by agencies and categories.
• Prepare descriptive records labeling and card catalog, accession register and inventory for permanent and/or Archival storage of records.
• Pick up and direct transferring of agency records to Archives.
• Locate requested references and coordinates Record Center items.
• Provide guidance to clerks and temporary employees on special projects.
• Receive instruction and training in records/forms analysis from senior analysts.
• Implement confidentiality procedures for forms and other records and follows established security measures.
• Assist in implementing paperwork simplification projects and prepares records for disposal or storage according to senior analyst’s instructions.
• Move and shelf records as instructed by senior co-workers.
• Assist with forms design.

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.

Individuals in this role should minimally be able to articulate or demonstrate the following:

• Practical knowledge of agency policy, practice and objectives including structure and principles of laws and administrative rules concerning legal, historical and administrative value of records.
• Practical knowledge of history regarding judging historical significance of records.
• Practical knowledge of research methods and practices needed to direct or inform patrons of location of references.
• Practical knowledge of practices and methods of Records Analysis and storage related to retention methods, organizing and cataloging of records for retrieval and appropriate accessioning of records.
• Working knowledge of information management process: from forms development, through agency use and retention, to final disposition in Records Center or Archives.
• Working knowledge of printing and bindery methods, techniques and/or practices used for proper records retention and storage.
• Working knowledge of principles of forms design.
• Working knowledge of, and ability to use, modern office equipment including typewriters, personal computers, copiers and other equipment.
• Ability to lift heavy boxes of records and work in dusty, confined storage spaces.
• Ability to communicate effectively.

A degree is not required. However, experience applying the outlined knowledge, skills, and abilities in a similar role may be considered.

Individuals should have the ability to perform essential functions with or without reasonable accommodation.

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.