ERCOT Summer Intern 2019 - Digital Archiving

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Our summer internship program is a paid learning experience targeting primarily for students who have a GPA of 3.0 or better and who have at least completed their sophomore year.

Graduate students are also highly encouraged to apply.

Graduate student currently in an ALA accredited MLIS or SLIS program, with a concentration or interest in Archives, Records Management, or Information Governance preferred.

The selected intern will perform work related to assessing the needs and requirements for establishing a digital archiving and preservation program at ERCOT as part of the information Governance program.  These activities will include, but are not limited to:

  • Assessment and Information Gathering - Review retention schedule & file plans to become familiar with records and information ERCOT creates and meet with relevant groups to identify the items with long term business value, potential historical, and/or ongoing research value.

  • Identify Requirements and Business Needs – Develop list of content including long-term and permanently retained business records and information or data sets with long term, historical, or research value, and identify any special formats and/or technology and access requirements relevant to that content. 

  • Research and Propose Solution – What options are available that fit ERCOT requirements, needs, and profile?  Identify hardware, software, staffing, and/or program requirements.

Preferred work schedule of the intern:

  • 40 hours a week / Monday – Friday 8AM - 5PM

  • Must be available to work onsite – Interns will not be eligible for remote work.

  • May 28, 2019 – August 9, 2019

Records Management Manager - Pioneer Natural Resources

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Job Summary:

The Records Management Manager is responsible for the corporate-wide management of the company’s information in compliance with records management best practices, legal and regulatory requirements, and business needs.     Partners with business units throughout the company to assist in providing solutions for managing physical and digital records as well as preserving vital records according to established policies and procedures.    Develops comprehensive policies and procedures to document organizational RIM practices. Maintains the corporate retention schedule and associated legal research documentation.  Serves as a subject matter expert for records management and legal considerations for the OnBase content management system and any line of business systems introduced or retired.  Plays a critical role in managing the integration and transfer of records and information for internal reorganizations, mergers, acquisitions, and divestitures.

Job Duties:

  • Develop policies and procedures and conduct legal research to create and maintain the corporate records retention schedule.  Provide company-wide training on the Information Management Policy.

  •  Provide guidance and recommendations regarding records management and legal considerations for the content management system and any line of business systems introduced or retired.

  • Ensure compliance with corporate retention policies and manage the disposition process for records that have met retention requirements and are held in custody.  Assist in review of data for terminated or transferred employees.

  • Take a lead role in conducting department reviews of digital and hard copy records for those records not managed by the RIM Department.  Assist in providing  guidance for more efficiently managing that information.

  • Ensure that data in the RIM Department’s custody is managed according to corporate policies while on Legal Hold.  Assist with searches for legacy data as requested by the Legal Department.

Qualifications:

  • Bachelor’s degree required.

  • Minimum of 10 years of  records management experience with at least 5 years in a comparable position.  Oil and gas industry experience preferred.

  • Certification CRM highly preferred.

  • Certified Records Manager designation strongly preferred.

  • Must have very solid understanding of database systems and records and information management software including but not limited to document management systems, imaging and workflow systems, ediscovery software, and records management tracking software.  Must have actual hands on experience with selection, configuration, and administration of these systems.

  • Solid understanding of ISO 15489 standards and federal and state regulations that impact retention and ediscovery required.

Pioneer Natural Resources is an EEO/AA-M/F/disability/veteran Employer.

Project Manager II - Health and Human Services

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Posting Type: Open to All Applicants
Category: Business and Financial Operations
FLSA Exempt/Non-Exempt: Non-Exempt
Agency: Health & Human Services Comm
Department: Policy Development Support
Job Title: Project Manager II
Posting Number: 392261
Full Time/Part Time: Full Time
Regular/Temporary: Regular
Job Location: 4900 N LAMAR BLVD
City: AUSTIN
Contact: Access HR Service Center Telephone: 888-894-4747
Salary Range:$4,301.16 - $7,039.91
Salary Group: B22
Shift: Days (First)
Travel: 10%
Closing Date: 09/07/2018

Job Description:
Project Manager II (Records Information Management) The primary role for the Project Manager (PM)--Records Information Manager-- is to support the organization and control of business related documents throughout their life cycle in the Medicaid Chip Services (MCS) Division- Records Information Management section and identify ways to improve efficiency through effective electronic and paper records storage, information flow and global records management. MCSD programs have been transformed in the past several years requiring renewed effort in communications about information management procedures; record retention and storage business practices; record systems development to support expanded staff; and the continued transformation from fee for service (FFS) to managed care. The PM will be a liaison with the HHSC Records Management Office, Enterprise IT, security, and architecture staff as well as other state agencies to address information and records management issues related to retention, litigation, and open records requests; assist with access to network and systems for authorized staff; and support the use of SharePoint for records management purposes. The Records Management PM must regularly communicate with and coordinate staff across MCSD. The Records Management PM is also responsible for risk and cost assessments to determine impacts and budgets practices governing electronic or paper records practices must be adjusted. The position is required to analyze inefficiencies in records management processes and methods for improvements through adherence to HHSC project protocol and in compliance with federal and state regulations.

Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned. Leads the transformation of MCSD records and information management (RIM) processes and evaluates challenges posed by electronic records. Performs project management to improve records management practices across MCSD, including identification, analysis, documentation, evaluation, and privacy/security issues using accepted project and information/records management methodologies. Surveys staff and analyzes current records management practices to update retention schedules. Performs risk analysis to determine consequences of making or not making changes to records management practices. Some of the projects this position will work on include: the reduction of paper intensive filing systems; assisting in the implementation of file plans; addressing communications and information distribution issues; monitoring adherence to RIM policy and procedures; and assessing MCS compliance with business requirements. This will require establishing methods and timelines to comply with state and federal rule changes. (30%) A major PM responsibility is to work at the HHS Enterprise level with the IT liaisons, security, and architecture staff in finding and choosing appropriate technology tools to enhance productivity and improve the records management practices, including the adaptation to new technology tools. Develops records management project budgets and timelines for implementation. This position will need to be able to translate the significance of new tools and persuade program staff to be more efficient by using different electronic records management systems like the use of SharePoint sites for storage versus network drives. Develop requirements and obtain IT security clearance for technology tools along with necessary licenses like the current search application used for monitoring and retrieval of records. The position acts as project manager and/or site owner in projects to implement SharePoint sites and other applications ensuring adoption of the technology tool. (30%) Communicates regularly with management and educates program staff on new records management systems. Mentors MCS staff interested in being RIM professionals and provides program representatives with the knowledge to implement RIM program procedures and best practices. Prepares a variety of written communications; including: proposals, reports, summary documents, presentations, and project management tracking documents including evaluations. Facilitates meetings on overall processes and specific projects and prepares meeting summaries. Develops and maintains procedures and guidance in accordance with state, federal, and business rules and regulations. This will involve standardizing information to fit new and existing MCS record information management processes and completed projects and initiatives. (25%) Trains staff on information management technology, records management practice adjustments, and information management systems supporting effective electronic and paper records maintenance and retention. Allows time to explain necessary systemic changes, assists with adoption, evaluates implementation, and addresses gaps in performance. There are close to 1100 people in MCS so planning and coordinating training, adoption, and evaluating quality is a complex and time consuming process requiring consistent management. (10%) Performs other duties as assigned. (5%)

Knowledge Skills Abilities:
Knowledge of project and record management processes and principles including assessing records management practices, performing risk management related to records storage, retention, security, including cost analysis and developing recommendations for improvement. Strong skills in the use of Microsoft Office applications and SharePoint. Skill in facilitating meetings and ensuring participants meet their deliverables. Strong written and verbal communication skills including the ability to prepare and deliver training materials on records management and the technologies that support records management. Ability to plan, assign, and/or supervise the work of others. Ability to manage multiple assignments/ projects, coordinate work of others, prioritize workload and meet deadlines. Ability to evaluate, develop and interpret policies and procedures. Ability to develop and communicate records management tools such as tracking systems. Ability to exercise sound judgement in making critical decisions.

Registration or Licensure Requirements:
Certified Records Manager Preferred

Initial Selection Criteria:
Bachelor's degree or associates degree in records management or related area of study or a minimum of three years professional experience in records information management.

Additional Information:

MOS Code:
Note: There may be no military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.

HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

I-9 Form - Click here to download the I-9 form.

In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

Project Manager II Business Information Practices - HHSC

Health and Human Services Commission - Medicaid Chip Services (MCS) is hiring for a Project Manager II to support the organization and control of business related documents throughout their life cycle in the Medicaid Chip Services (MCS) Division and identify ways to improve efficiency through effective information flow and management.

Job Title: Project Manager II

Department: Policy Development Support

Location: 4900 N Lamar Boulevard

Salary Range: $4,301.16- $7,039.91

Job Close Date: 8/15/2018


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Records Analyst - Travis County

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Records Analyst

Salary: $42,382.08 - $47,465.60 Annually
Location: Austin, TX
Job Type: Full Time
Department: Juvenile Probation
Job Number: 18-04523
Closing: 8/12/2018 11:59 PM Central

Job Summary

Under general supervision, performs and coordinates department records and information management function. Conducts inventories and high level analysis to determine departmental record-keeping requirements. Develops and administers retention schedules. Consults with County departments and the public in matters related to both active and inactive records. Creates and maintains computerized records and electronic tracking systems, and implements office procedures for these systems. Coordinates transition of inactive records to final disposition.

DISTINGUISHING CHARACTERISTICS:
This is the third in a series of four record analyst-related job classifications within the Professional Support job family. This classification exercises independent judgment to fulfill duties pertaining to operations of Records Management. This classification performs duties pertaining to records analysis, storage and management and also performs other complex office duties. This classification is distinguished from the Records Analyst Supervisor in that incumbents typically have less responsibility and performs moderate to highly complex office duties requiring a mid- level of knowledge, skills and abilities.

Duties and Responsibilities

  • Supervises, plans, and directs staff members of the Records unit. Assigns and delegates work, monitors workflow and deadlines, develops performance standards, and resolves problems. Evaluates performance, makes personnel recommendations, and trains staff. Supervises and coordinates activities and functions of the off-site records unit. Analyzes workload, performance measures, resources, and customer needs in order to evaluate operations and makes recommendations for improvement. Serves as liaison between department and various other departments, agencies, private companies, and the public.
  • Receives, authenticates, maintains, disseminates, and tracks departmental records and information. Assigns, oversees, and documents the sealing or destruction of records as mandated by establishing procedures. Provides plain or certified copies of records upon request. Interacts with the general public by handling higher-level records requests. Responds to requests in person, by mail, and by telephone in accordance with established policies, procedures and regulations.
  • Examines and evaluates records-management systems to improve existing methods for efficient handling, protection, and disposition of records and information. Reviews records and reports to determine proper media (paper, microfilm), reproduction processes, and electronic data processing required. Recommends changes or modifications in procedures, utilizing knowledge of departmental processes, uniform coding systems and filing methods. Provides policy, procedural, and technical advice on complex records management issues.
  • Conducts inventories and performs analysis to determine departmental recordkeeping requirements. Evaluates and assesses long-term security of departmental documents and document management systems, implements security goals and objectives in the development and enhancement of electronic workflow and filing systems.
  • Coordinates the conversion of digital images to microfilm and the maintenance of microfilm libraries and inventory. Prepares documents for imaging, operates electronic scanning equipment, and converts scanned material to digital format. Performs image validation to ensure all documents are imaged and indexed correctly. Ensures safety, security, and confidentiality of digitized records.
  • Compiles and maintains statistical reports to track data, extracting and compiling data from multiple databases. Maintains production reports. Edits and inspects documents to ensure the integrity of the document. Implements quality control procedures for all records.
  • Reviews records retention policies and schedules to determine timetables for transferring active records to inactive or archival storage, for reducing paper records to micrographic form, or for destroying obsolete or unnecessary records. Monitor the storage and disposition of records according to approved retention schedules and to ensure compliance with all applicable Federal, State and local regulations. Coordinates of-site records storage, including contracts with storage providers. Makes technical recommendations relating to the design and operations of off-site records storage.
  • Coordinates and supervises special projects (disaster recovery, inventories), serving on committees as needed. Maintains complex administrative functions for electronic retrieval, dissemination, tracking, and retention of records. Prepares calendars and schedules, policies and procedures, and new processes to ensure accurate and efficient management of records documents.
  • Performs other job-related duties as assigned.

Minimum Requirements

Education and Experience:
Bachelor's degree in Records Management, Business Administration, Information Systems or a directly related field AND two (2) years of professional records management, library science or management information systems experience;

OR,

Any combination of education and experience that has been achieved and is equivalent to the stated education and experience and required knowledge, skills, and abilities sufficient to successfully perform the duties and responsibilities of this job.

Licenses, Registrations, Certifications, or Special Requirements:
None required.

Knowledge, Skills, and Abilities:

Knowledge of:

  • Federal, State, Local and County laws, rules, regulations and guidelines applicable to records management.
  • Sources of information and records, including public databases, governmental statistical data, and official States, County, and City data.
  • Standard practices and techniques of records management, including file management techniques.
  • Principles and procedures of record keeping.
  • Records and Information Management technologies.
  • Computer equipment to include word processing, spreadsheets, databases and records management software applications.
  • Business letter writing, grammar and punctuation, and report preparation.
  • May be required to develop knowledge of and adhere to federal and state laws requiring the confidential handling of certain health information.

Skill in:

  • Interpreting a variety of instructions furnished in written, verbal, diagram, or schedule form.
  • Using basic arithmetic, including calculating figures such as proportions, percentages, areas and volume.
  • Evaluating value and type of documents.
  • Problem-solving and decision-making.
  • Conducting records inventory.
  • Conducting research.
  • Interacting with the public and providing customer service.
  • Both verbal and written communication.

Ability to:

  • Read, analyze, and interpret general business periodicals, professional journals, technical procedures and governmental regulation.
  • Communicate effectively, present information and respond to questions.
  • Maintain databases.
  • Calculate figures such as proportions, percentages, area and volume.
  • Apply concepts of basic algebra and geometry.
  • Compile and analyze data, and to write clear and comprehensive reports, business correspondence and procedure manuals.
  • Interpret a variety of instructions furnished in written, verbal, diagram, or schedule form.
  • Establish and maintain effective working relationships with departmental support staff, other County employees and officials, representatives of outside agencies, clientele, attorneys, judges and the general public.

Work Environment & Other Information

Physical requirements include the ability to lift/carry up to 20-50 pounds occasionally, visual acuity, speech and hearing, hand and eye coordination and manual dexterity necessary to operate a computer and office equipment. Subject to standing, walking, carrying, sitting, repetitive motion, reaching, climbing stairs, bending, stooping, kneeling, crouching, crawling, pushing, pulling, balancing, client/customer contact, squatting, lifting moderately heavy equipment or boxes to perform the essential functions.

This job description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and overtime eligibility may vary based on the specific tasks assigned to the position.

Work Hours: 8:00 AM to 5:00 PM; Monday through Friday

Department: Juvenile Probation

Location: 2515 S. Congress Ave., Austin

Drug Test Required
Typing Test Required
Criminal, Driving, Education and Employment Background Check Required.