State of Washington Classified Job Specification
FORMS & RECORDS ANALYST 1
Positions at this level provide assistance in all phases of manual, electronic and/or automated forms control, records management and/or public records disclosure. Incumbents work under the supervision of higher-level records and/or forms management staff. Incumbents follow established guidelines and perform tasks that are routine in nature and require the use of standard filing and indexing systems and related equipment and supplies. Decision-making authority is limited to choice of established methods or procedures and guidance is provided for new or unusual situations.
Assists in the analysis of manual, electronic and/or automated filing systems and in the design of alternative systems (with related indices, guides, etc.) to meet specialized office filing requirements;
Assists in the development of records retention and essential records schedules; aids in the identification and description of record series;
Assists in the development of agency/institution-wide uniform filing system;
Participates in designing and revising manual and electronic/automated forms, layouts and screens; processes forms orders; maintains forms inventory;
Assists in the transmittal, migration, reformatting, and disposition of records;
Assists higher level staff with the retrieval and inputting of information into client records;
Provides clerical and technical support to higher level records management staff;
Assists higher level staff in the retrieval of records and response to public disclosure requests;
May identify potential applications of electronic, automated, micrographics and/or imaging technology and assist in performing analysis to determine the feasibility and/or benefits of converting information to alternative formats.
Knowledge and Abilities
Knowledge of: Concepts of forms design; recurring data method of forms standardization and consolidation; forms procurement and distribution procedures; records retention procedures.
Ability to: Analyze data, design fundamental forms, use numerical/functional file system.
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).
Positions typically require an Associate’s degree in business administration, accounting, industrial engineering, or a related field; or high school graduation or equivalent and two years of experience in forms and/or records management.
Note: Positions in a criminal justice setting typically require experience maintaining or processing offender records such as legal files, property files, grievance files, administrative files, medical files, parole files, counselor or custody files, in a governmental law enforcement office, court setting, or an adult correctional agency.
Class Specification History
Revise class. General revision; adopted May 10, 2007 effective July 1, 2007.