Job Posting – Records Compliance Analyst/Sr

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PNM Resources is looking for a qualified candidate to fill a Records Compliance Analyst position.  This job is based in NM and relocation expenses may be negotiable.  Great work environment and fantastic team.  Please share widely.  To learn more about the company, https://www.pnmresources.com/

Thank you,

Mary Beth Hames

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Records Compliance Analyst / Sr

POSTING DEADLINE

This position is posted until filled.

DEPARTMENT

Department:  Information Security

Hiring Manager:  Ryan Anderson

PREFERENCES

The following certifications would be a plus:

CRM – Certified Records Manager
CRA – Certified Records Analyst
RIM – Essentials of Records Information Management
CIP – Certified Information Professional
IGP – Information Governance Professional

JOB DESCRIPTION

Sr. Records Compliance Analyst

Salary Grade: G06
Minimum  Midpoint  Maximum
$74,796 – $100,975 – $127,152

SUMMARY:  

Under minimal supervision, provides management with business risk, regulatory compliance, internal control assessments, and the efficiency/adequacy of business systems and processes by focusing on compliance to the Records Management Program. Develops, enhances, and implements techniques and practices to support the Records Management Program.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Develops and administers a record compliance program for the company in the most reasonable and cost-effective manner; interprets standards, requirements, and their application to PNMR and affiliates

Plans and executes record and information technology audits, business process and application reviews, regulatory compliance reviews, information management roles and responsibility reviews and other various consulting engagements regarding Records Management Program compliance

Performs analyses, writes, and implements company policies and procedures as they apply to records and information management based on current corporate business practices and regulatory requirements

Researches applicable data modeling, security, taxonomy and quality standards and analyzes associated business procedures and processes to assess, confirm and improve structured and unstructured data governance process is aligned with the standards

Acts as a primary liaison for audits, spot checks, self-reports, and investigations; stays current with the Records Data Governance Standards; coordinates with Internal Audit during any internal compliance audits or investigations

Oversees a group, functional unit, or department performing Records and Information Systems audits and consulting engagements including planning, fieldwork, report writing, report reviewing, and team leadership

Oversees audit findings and makes recommendations for improvement to management

Ensures ongoing policy awareness and compliance to the Records Management Program with annual training

Oversees outreach services representing the gamut of services provided by the Records Management Program

Coordinates and/or chairs various committees or task forces that cross functional lines; manages the workload for the employees working on projects they are leading and provides input into their performance reviews

Works closely with both technology and business processes for governing data to include ensuring the data owners are accountable within the organization for the management, security and access to their respective data.

Develops strategies involving new technologies and their practical application for more effective Records Management processes, ensuring compliance to corporate policy

Coordinates use of compliance documentation methods and tools; establishes effective document version control and management tools and methods, including administration of compliance software

Participates in presentations, negotiations, and reviews for approval in vendor selection process to support the Records Management Program

COMPETENCIES:

In-depth knowledge of records management, tracking, retention, and life cycle structure

In-depth knowledge and experience with document warehousing processes

In depth knowledge of imaging systems and automated records systems

Ability to work with confidential and highly sensitive information and maintain security and confidentiality controls in handling company records 

Ability to relate record management requirements and risks to current technology

Ability to perform complex records searches or research of document contents frequently involving a number of organizations

Ability to perform quality-check functions, including skewing, density, and verifying the document is with the correct pre-index

Ability to analyze customer records, and in conjunction with available technology, propose accurate record management solutions

Strong customer service orientation; ability to establish and maintain rapport and credibility with external agencies, third party vendors, and employees

QUALIFICATIONS                   

MINIMUM EDUCATION AND/OR EXPERIENCE: 

Bachelor’s degree from four-year college or university with seven or more years of related experience or equivalent combination of education and/or experience related to the discipline.

COMMUNICATION SKILLS:    

Ability to read, analyze, and interpret complex technical journals, financial reports, and legal documents

Ability to write reports and documents

Ability to listen, take accurate notes, and present information in a clearly understandable method
             
MATHEMATICAL SKILLS:     

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume

Ability to apply concepts of basic algebra and geometry
            
COMPUTER SKILLS:   

Strong knowledge of spreadsheet and word processing software  

Strong IS knowledge and background of all media that apply to record management

ANALYSIS AND PROBLEM-SOLVING ABILITY: 

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

PHYSICAL DEMANDS:

While performing the duties of this job, the employee is regularly required to stand up to 1/3 of the time, sit up to 2/3 of the time, and bend for long periods of time. The employee must occasionally lift and/or move up to 40 pounds and must be capable of filing at various heights not to exceed 12 feet.

WORK ENVIRONMENT:

Office environment.

JOB DESCRIPTION

Records Compliance Analyst

Salary Grade: G07
Minimum  Midpoint  Maximum
$66,267 – $87,804 – $109,340

SUMMARY:  

Under general supervision, provides management with business risk, regulatory compliance, internal control assessments, and the efficiency/adequacy of business systems and processes by focusing on compliance to the Records Management Program. Provides support to the organization on complying to the Records Management Program.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Acts as a main contact with the organization on the Records Management Program; performs outreach services representing the gamut of services provided by the Records Management Program

Assists all departments to ensure information is routed, maintained, retrieved, and disposed of in the most efficient and cost effective manner, so that the maximum benefits and minimum risks may be realized from all information resources

Identifies user needs regarding record keeping and information; analyzes current methods and recommends changes and/or new processes as necessary

Gathers information by interviewing all company departments to determine what documents (all media) are created, the document format, any conversion processes, the maintenance process, what documents are sent to RIMS and how, the purpose for storing the document, the existence of any secondary copies and establishes the primary media associated to retention, and retrieval methods

Maps the complete process in clearly understandable and accurate charts depicting documents, sources, and other pertinent information for each department

Uses appropriate templates, standards, and procedures to track projects, perform project reporting, and generate project documentation

Ensures ongoing policy awareness and compliance to the Records Management Program with annual training

Assists with the review of the current processes and formulation of a should-be-process where changes/improvements are needed

Supports litigation requirements and performs special assignments or projects, and coordinates activities to support ongoing litigation

Monitors and supports the compliance of company procedures under Policy 219; identifies and monitors short term record and data locations before they become out of hand

Analyzes data obtained for evidence of deficiencies in controls or lack of compliance with laws, government regulations, and management policies or procedures in accordance with the Records Management Program

Prepares and submits audit findings and makes recommendations for improvement to management

Assist in identifying information/records on share drives across all companies and deploy and enforce rules that will align with corporate policies

Creates other documentation as directed by department management

COMPETENCIES:

Extensive knowledge of records management as it applies to the Company¿s record management program

Ability to write a vast array of document types in logical order, with clear and precise content, in standard formats

Ability to work with multiple departments and all levels of personnel

Understanding of customer organizations and operations

Ability to accurately key 8,000 keystrokes per hour

Ability to facilitate the negotiation of changes/improvements to the document process with all areas of the company

Possesses conflict management skills, listening and interviewing skills, knowledge of technology and all media that applies to record management

Analytical skills to review processes, determine potential problem areas, and recommend improvements

Ability to work independently, maintain confidentiality, and work within a team

Ability to work with confidential and highly sensitive information and maintain security and confidentiality controls in handling company records 

QUALIFICATIONS                   

MINIMUM EDUCATION AND/OR EXPERIENCE: 

Bachelor’s degree from four-year college or university with five to six years of related experience or equivalent combination of education and/or experience related to the discipline.

COMMUNICATION SKILLS:    

Ability to read, analyze, and interpret common technical journals, financial reports, and legal documents

Ability to write reports and documents

Ability to listen, take accurate notes, and present information in a clearly understandable method
             
MATHEMATICAL SKILLS:     

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume

Ability to apply concepts of basic algebra and geometry
            
COMPUTER SKILLS:   

Working knowledge of spreadsheet and word processing software  

Basic IS knowledge and background of all media that apply to record management

ANALYSIS AND PROBLEM-SOLVING ABILITY: 

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

PHYSICAL DEMANDS:

While performing the duties of this job, the employee is regularly required to stand up to 1/3 of the time, sit up to 2/3 of the time, and bend for long periods of time. The employee must occasionally lift and/or move up to 40 pounds and must be capable of filing at various heights not to exceed 12 feet.

WORK ENVIRONMENT:

Office environment.

EQUAL OPPORTUNITY STATEMENT

PNM Resources and affiliates are Equal Opportunity/Affirmative Action employers.  Women, minorities, disabled individuals and veterans are encouraged to apply.

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