Records Management Analyst - Front Office Support

Records Management Analyst - Front Office Support

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Job Description

The Records Management Analyst supports the Department of Homeland Security (DHS) Science and Technology (S&T) Directorate Office of Finance and Budget Division (FBD).

· To support the Records Management and Personal Property in this business need the contractor shall provide support in:

· Maintain an active records inventory list for the six branches of the Finance and Budget division.

· Provide yearly records management training to the division.

· Document and update file plans and dispositions on the inventory list based on GSA/DHS records schedules.

· Submit monthly records requests and correspondence to branch chiefs and records liaison’s.

· Maintain a Monthly Records Report Accountability Workbook, a master records workbook, and monitor the RM records folders on the CFO share drive to account for newly created and received records on a monthly basis.

· Update and save all records to an external hard drive, IronKey and p-drive on a weekly basis to reduce risk of loss of data.

· Ensure record-keeping processes comply with NARA, GSA, and DHS standards and procedures.

· Alert all contracting staff of annual online records management training course requirements.

· Maintain an RM certificate workbook and share drive folder to track the 50+ FBD contractor’s yearly online RM course certifications to ensure completion and RM compliance.

· Organize and provide annual Records Management presentations and trainings to all FBD staff to ensure and increase staff knowledge of Records Management laws, policies, directives, and best practices.

· Provide one-on-one records management training and information sessions with staff on an as needed basis.

· Share RM knowledge on best record-keeping practices and approaches with other divisions of the Science and Technology Directorate.

· Maintain communication with the S&T Records Officer and the DHS Records Officer to ensure the Finance and Budget Division is aware of any changes in RM policy or requirements.

· Attend all monthly S&T RM meetings and information sessions.

· Work as personal property liaison between FBD and the OCIO Personal Property team to account for SciTech personal property disseminated to all FBD staff.

· Ensure the accountability of newly disseminated and actively maintained personal property to FBD end users to help mitigate loss and destruction of S&T assets.

· Communicate with the S&T Personal Property Officer to ensure all FBD personal property is properly accounted for.

· Request, receive, rename, and upload images of personal property to SAMS (Sunflower Asset Management System) to provide visuals of distributed personal property.

· Utilize SAMS, a Personal Property workbook, and a digital filing system to aid in documenting the transferal cycle of personal property from OCIO to FBD to End User and the reverse.

· Submit and reclaim signed SF560-3 Property Receipts to document authority and accountability during the property transferal process.

· Upload SF560-3’s and images of personal property to SAMS to account for property transferals in the system.

· Inventory and reconcile personal property within FBD offices via scanner and SAMS, when necessary.

· Remain aware of changes in staff to ensure all personal property is accounted for.

· Attend all S&T Personal Property meetings and information sessions.

· Must complete the 4 modules of the records management training within 30 days of onboarding and must complete mandatory training on records management.

· Comply with DHS overall records management guidance on electronics records management.

· All contractors’ federal emails must be organized via the Federal Enterprise Architecture File Plan structure within their Outlook e-mail accounts and must retain federal emails no shorter than their allotted retention period. Unless necessary for Federal business, contractors must not retain federal emails longer than their designated disposition.

Qualifications

· Three to Ten years of experience in Records Management.

- B.A. or B.S. degree.

Additional Information

ANALYGENCE, Inc. is an Equal Opportunity Employer

US Citizenship is required as a result of the parameters set for the Federal Government contract.