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State of Washington Classified Job Specification

FORMS & RECORDS ANALYST SUPERVISOR

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FORMS & RECORDS ANALYST SUPERVISOR
112L
Category: Administrative Services

Definition

Formulates procedures and supervises analysts within forms design or records management programs.

Typical Work

Establishes agency forms and records management standards and objectives in the absence of the agency forms and records manager; 

Presents forms and records management policies and procedures to management in the absence of the agency forms and records manager; 

Formulates procedures to eliminate unnecessary and unauthorized forms; 

Develops agency forms procurement procedures; 

Solves complex forms and records management problems; 

Formulates/coordinates agency forms and records management reporting process; maintains records and reports net dollar savings to agency management and State Forms Management Center; 

Implements and coordinates agency records management system to ensure compliance with State records management statutes; 

Formulates/coordinates files management program in order to standardize files procedures; exercises control over the acquisition of agency filing equipment; 

Inventories, or manages inventory of all public records of the agency, in accord with procedures established by the State Records Committee; 

Analyzes records inventory data, examines and compares divisional or unit inventories for duplication and recommends minimal retentions for all copies commensurate with legal, financial and administrative needs; 

Approves all records inventory and destruction requests which are submitted to the State Records Committee; 

Reviews established agency records retention schedules at least annually and coordinates agency records retention, disposition, transfer and microfilming systems and programs; 

Coordinates and manages agency essential records protection program;

Trains lower level analysts and other agency staff in forms and records management activities; 

Plans and coordinates forms and records management activities of lower level analysts; 

Analyzes and evaluates effectiveness of lower level analysts; 

Performs other work as required.

Knowledge and Abilities

Knowledge of:  Forms and records management; industrial engineering; systems analysis; training techniques; department policies and procedures related to forms and records management; programs in forms and records management within other large organizations; current developments and advances in the forms and records field.  

Ability to:  Supervise and evaluate others; formulate policies and procedures; organize programs; train others; write manuals, handbooks and program guides.

Legal Requirement(s)

Positions in a healthcare facility, hospital, or institution typically require certification as a Registered Health Information Technician (RHIT) or as a Registered Health Information Administrator (RHIA). 

Desirable Qualifications

A Bachelor's degree involving major study in business administration, accounting, industrial engineering, or a closely related field. 

                                                                           AND 

Three years of experience in forms and records management. 

Experience in forms and records management may be substituted, year for year, for required education.

Class Specification History

New class adopted July 26, 1973.
Revise class. Revises title and class code (formerly 11550 Forms and Records Analyst 3), general revision; adopted May 10, 2007, effective July 1, 2007.

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