FOOD & NUTRITION RECORDS & TRACKING ANALYST

(ARCHIVIST)

State Classification: Records Analyst III - 7482

FLSA Status: Nonexempt

Posting Number: 23-58575-1R

HOW TO APPLY

Apply online via CAPPS. Applicants applying in WIT must complete the supplemental questions to be considered for the position. To complete the supplemental questions, go to CAPPS Recruit: https://capps.taleo.net/careersection/ex/jobsearch.ftl?lang=en.

WHO ARE WE

The Texas Department of Agriculture’s Food and Nutrition Division administers 12 federal child and special nutrition programs and more than $2.5 billion in federal money annually. These programs aim to reduce hunger, encourage strong nutrition, and support local economies across Texas.

WHAT YOU’LL DO

The Records Analyst will work in a fast paced, multi-faceted environment for the Texas Department of Agriculture's (TDA) Food and Nutrition (F&N) Division to ensure the division maintains an optimal, accurate and up-to-date electronic record management system that maximizes division efficiency in storing, maintaining and accessing a large volume of documents. You will perform tasks associated with assigned projects to accomplish division goals, including processing and tracking, activities related to placement of Contracting Entities on the National Disqualified List and other information required by state and federal regulations. You will work under limited, supervision with considerable latitude for the use of initiative and independent judgment.

PRIMARY RESPONSIBILITIES

Oversee, establish, monitor and maintain a systematic process for the creation, use, maintenance, preservation and destruction of F&N records in electronic and paper format ensuring compliance with state and federal regulations.

Instruct and train others on the systematic process for the creation, use, maintenance, preservation and destruction of F&N records. Develop and maintain written processes, reference guides and training resources.

Provide targeted quality assurance checks to ensure the accuracy of the data in the electronic records management system. Identify root causes inhibiting optimal record management processes; analyze operations and opportunities within the electronic record keeping system; prepare reports of findings, recommendations and justifications for procedural changes.

Coordinate with other key resources to ensure contractors, staff and agency processes are emphasize safeguarding sensitive data and ensure the overall security and privacy of the system.

Work closely and coordinate with the TDA Records Management Specialist to ensure that the TDA F&N division is adhering to appropriate records management, including maintenance of storage, file rooms; workstations and conference rooms, to include coordinating bulk item removal, file management and storage organization.

Develop and utilize tracking tools, spreadsheets and databases as necessary to track data and projects efficiently and effectively.

Serve as F&N point of contact for updating the National Disqualified List (NDL) with United States Department of Agriculture, maintaining the Texas Summer Food Service Program Excluded List and managing the State Agency List and manage all NDL files and track request to be removed from this list.

Compile information for United States Department of Agriculture (USDA) reports, public information requests and reports requested by management.

Provide backup for Central Services Team, including but not limited customer service functions, and travel document review.

Follow all TDA policies and procedures.

Perform other duties as assigned.

MINIMUM QUALIFICATIONS

Bachelor’s Degree (one year experience related to the primary duties may substitute for one year of college).

Minimum one (1) year experience in records management or archival work.

Substitution: Bachelor’s degree in Library Science or related field may substitute for experience.

PREFERRED

Work experience compiling information, preparing technical reports and performing analyses to determine accuracy and completeness of data.

Work experience with web-based data collection and retrieval.

KNOWLEDGE, SKILLS & ABILITIES

Knowledge of Texas State and Local Records Management (SLRM) standards and procedures, including electronic records; Texas records lifecycle; and of archival practices.

Skills in providing excellent customer service to both internal and external customers; effective organization; operating a personal computer with applicable software; and in developing and interpreting electronic technical specifications.

Ability to adhere to a standard records retention policy; learn and interpret program statutes, rules and policies; manage multiple projects; manage and administer a vendor contract; present clear information and instructions; train F&N staff on records retention with electronic system; adhere to a records retention schedule; to write and revise standards and procedures; multi-task in a fast-paced environment; work effectively under pressure and meet strict deadlines while maintaining extreme attention to detail; adapt successfully and quickly to change and deliver quality results in a timely manner; plan, organize and work independently, as well as within a team environment; and to exercise sound judgment and discretion.

ENVIRONMENTAL/PHYSICAL CONDITIONS

Normal office work environment and may have exposure to dust and environmental allergens consistent with normal business activities and human contact. Mostly sedentary in nature but may involve walking; standing; pulling and pushing; kneeling, stooping, and bending; performing tasks requiring fine motor skills and coordination; and safely lifting and carrying items weighing up to 50 pounds. Must be able work extended periods at a computer and may require working extended hours and some evenings and weekends, as needed. May involve travel (up to 5%*), occasionally overnight.

BENEFITS

The State of Texas offers a variety of benefits for you and your family that are comprehensive and, on average, make up about one-third of total compensation. Benefits include:

QUALIFIED EMPLOYER: In addition, the Texas Department of Agriculture is considered a qualified employer for the Department of Education’s Public Student Loan Forgiveness (PSLF) program.

A skills exercise may be conducted for interview purposes. Only candidates selected for a skills exercise/interview will be contacted.

Due to the high volume of applications, we do not accept telephone calls. If you submitted your application through the CAPPS Career Center, you may also check the status of your application by accessing your profile and selecting My Jobpage and selecting My Submissions.

• A valid government-issued driver’s license, which is recognized by the Texas Department of Public Safety and in good standing, and an acceptable driving record are required. TDA will verify this information with the Texas Department of Public Safety. Applicants with a driver’s license not issued by the State of Texas should obtain and be prepared to provide a copy of their current driving record on or before their first day

Equal Employment Opportunity: The Texas Department of Agriculture is an equal opportunity employer (EEO) and does not discriminate on the basis of race, color, disability, religion, gender, national origin, age sexual orientation, veteran’s status or protected activity. TDA provides accommodations for persons with disabilities in accordance with the American with Disabilities Act. If you need help with the employment process or require other accommodations, please contact the Human Resources office for assistance at (512) 463-7454.

TDA participates in E-Verify and will provide the Social Security Administration and, if necessary, the Department of Homeland Security, with information from each new employee's Form I-9 to confirm work authorization.

Veterans and Former Foster Child Employment Preference: TDA complies with the provisions of the veterans and former foster child employment preference acts. Please contact our Human Resources-Veterans Liaison at (512) 463-7454 for assistance.

Go to https://texasskillstowork.com/, https://www.onetonline.org/, or http://www.careeronestop.org/ for assistance translating your military experience and training courses into civilian job terms, qualifications/requirements, and skill sets.

Additional Military Occupational Specialty (MOS) Code or Crosswalk information is available from the Texas State Auditor’s Office at Library and Records MOS Codes.