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.

Records Management Specialist - Health & 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: HHSC SystmSupt Svcs-Operations
Job Title: Records Management Specialist
Posting Number: 388128
Full Time/Part Time: Full Time
Regular/Temporary: Regular
Job Location: 4900 N LAMAR BLVD
City: AUSTIN
Contact: AccessHR Service Center
Telephone: 888-894-4747
Salary Range: $3,293.41 - $3,750.00
Salary Group: B18
Shift: Days (First)
Travel: 5%
Closing Date: 07/30/2018

Job Description:
Acts as primary point of contact for legacy DARS programs' records management and liaises with the Texas Workforce Commission relating to shared DARS legacy records. Provides technical support and policy interpretation to HHS employees for compliance with records management regulations, policies, and procedures. Provides training and assistance to records management users on using the records retention schedule, storing records off-site, determining record destruction eligibility, and cleanup of records filing areas. Collaborates with teammates on development and revision of records management procedures. Completes records management special projects related to records retention schedules. Acts as contract manager for HHS records storage and document destruction contracts. May represent records management in meetings with other HHS program areas.

Essential Job Functions:
Provides records management customer consultation and training (25%) - Responds to routine technical questions and requests for policy interpretation. Provides guidance to records management users on appropriate classification using the records retention schedule, application of retention rules in routine organization and purge projects, and effective utilization of off-site storage resources. Develops, updates, and provides records management training to internal staff. Liaises with the Texas Workforce Commission (TWC) regarding records for DARS legacy programs (15%) - Acts as primary point of contact for questions related to legacy DARS programs. Collaborates with records management staff at TWC to review shared records for destruction eligibility, to address any policy disputes affecting the records, to resolve any issues related to interagency file requests, and to update inventories of shared records held by TWC. Researches consumers with program contacts and routes interfiles received in error to appropriate program contacts. Completes records management special projects (30%) - Working with the Records Management Officer, documents records retention schedule amendments as needed to support changes due to legislative updates or HHS reorganization. Coordinates with program contacts and Legal to review retention schedule changes and policy as needed. May travel to assist programs with training or cleanup of records filing areas. May represent records management in meetings with internal or external entities. Reviews and updates policies and procedures (10%) - Interprets and updates agency standards, rules, policies, and procedures for handling and maintaining state records in compliance with state and federal law and best practices. Participates in setting records management policy and serves on workgroups as needed. Manages HHS records storage and document destruction contracts (10%) - Monitors contractor performance and escalates performance issues as appropriate. Liaises with vendors for completion of special projects. Completes all reporting requirements in SCOR and VPTS for assigned contracts. Acts as records management point of contact for privacy breach investigations related to vendor activities. Maintains CTCM certification in good standing by completing all required activities. Other duties as assigned (10%) - May assist with other special projects. Includes processing and inventorying records for storage and interfiling client records from the SSLCs.

Knowledge Skills Abilities:
Knowledge of records management laws, rules, policies, and procedures. Knowledge of office practices and administrative procedures. Skill in reviewing data for accuracy and identifying irregularities. Skill in proofreading written documents. Ability to communicate with clients/customers to gather information and/or explain policies and procedures. Ability to train adult learners in records management policies and procedures. Ability to draft professional correspondence, reports, and other documents. Ability to respond to staff inquiries and resolve customer service issues. Experience using Microsoft Office. Knowledge of HHS agency functions and structures. Maintains regular and predictable work schedule. Ability to communicate effiectively verbally and in writing.

Registration or Licensure Requirements:
CTCM preferred, but must be attained within six months of hire.

Initial Selection Criteria:
Experience with records management (including the development of records retention schedules, inventory and appraisal of records, and disposition of official records). Experience training adult learners. Experience with HHS programs preferred. CTCM preferred (must be certified within six months of hire).

Additional Information:
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.

MOS Code:
No direct military equivalent.

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.