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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
Job Location: 4900 N LAMAR BLVD
Contact: Access HR Service Center Telephone: 888-894-4747
Salary Range:$4,301.16 - $7,039.91
Salary Group: B22
Shift: Days (First)
Closing Date: 09/07/2018
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.
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.
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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.