Records Management Officer - Manager II Texas Dept of Licensing and Regulation

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  • Posting Number: 1002-17
  • Group/Step: B23, Position 900
  • Opening Date: 10/17/16
  • Closing Date: 5 p.m. on 10/31/16
  • $57,072- $70,000.08 annually

Job Description

The Records Management Officer (RMO) is selected by and responsible to the Deputy Executive Director and is responsible for developing and managing the daily activities of TDLR’s Records Management Program (RMP). Duties include managing and administering the agency’s records and information management program established by law under Texas Government Code, Section 441.183; assisting the agency head or designee in fulfilling all of the agency head’s duties under this subchapter and rules adopted by the Texas State Library and Archives Commission (TSLAC). Responsibilities include the implementation of effective processes and procedures that identify, maintain, and preserve records and information as required by law, regulation, and business process; reviewing, overseeing, and updating policies and procedures for the operation of on-site and off-site storage facilities; and day-to-day management of physical and electronic records. The RMO advocates the importance of compliance with the Records Management Program at all levels within the organization and assists in the development and delivery of training programs designed to educate employees and new hires, and ensures employees of the agency receive information and training concerning state laws, administrative rules, and agency policies and procedures relating to the management of state records in all formats. Works under general supervision with limited latitude for the use of initiative and independent judgment.

Essential Duties

  • Develops, leads and manages the activities of the Records Management Program by developing guidelines, priorities, policies, and procedures for records in all formats; serving as the Records Management Officer for the agency; developing retention schedules, RMP budget, archival processes, vital records protection, records storage and retrieval processes; and managing the RMP contracts.
  • Develops and manages the service offering of the RMP including but not limited to:
  • Filing/retrieval of centrally managed records
  • Coordination of off-site storage
  • Long-term preservation or archival activities
  • Scanning of paper records
  • Disposition of records
  • Records management support
  • Serves as agency liaison to TSLAC, other government officials, vendors and other interested parties regarding the agency’s records and information program.
  • Develops and implements effective techniques for evaluating and improving the records and information management program.
  • Plans, implements, coordinates, monitors, and evaluates the agency’s information management policy and procedure manuals.
  • Conducts and coordinates surveys, inspections, or reviews to determine compliance with records management and retention requirements, laws, regulations, policies, and procedures, including the Texas Medical Records Privacy Act, Identity Theft Enforcement and Protection Act (ITEP), other Texas statutes related to information security and medical records, Health Insurance Portability and Accountability Act (HIPAA), and the Health and Technology for Economic and Clinical Health Act (HITECH).
  • Provides consultative services, technical assistance and guidance to staff to plan, develop implement, and monitor an effective records and information program and successful integration of records and information management methods and procedures into daily activities.
  • Develops or oversees development of training materials, as well as trains personnel on records management policies, procedures, and records maintenance and leads RMP workgroup activities.
  • Participates with information technology staff and the Information Resource Manager (IRM) to ensure records and information management requirements are considered in the planning and building phases of information technology system selection and implementation projects.
  • Identifies areas needing change in records management and assists in recommending requirements for automating records and information management program to improve agency operations.
  • Tracks and identifies trends in records and information management and resolves operational problems.
  • Assists in agency audits and in responding to agency Open Records requests as needed.
  • Prepares administrative reports, studies, and specialized research projects.
  • Determine appropriate actions regarding storage, retention, duplication, final disposition practices and cost-effective operations.
  • Works with agency’s Executive Office, Office of the General Counsel, Information Technology Division, Division Directors and program leads to ensure record capture, protection, and management of all agency records.
  • Remains current in records management statutory requirements, rules, best practices, topics and trends.
  • Complies with division and/or agency training requirements.
  • Keeps management appropriately informed of ongoing activity and critical matters affecting the operation and well-being of the agency.
  • Demonstrates a spirit of teamwork, offering positive and constructive ideas, encouragement and support to other members of the staff and team while upholding the agency’s core values.
  • Adheres to all TDLR personnel policies and performs related work as assigned

Minimum Requirements

Two (2) years of archival or records management, information systems management or in business process engineering required. Records management experience in a governmental organization preferred. Professional certification in records management (CRM) preferred. Considerable experience in records and information management including electronic records management systems, project management, document controls, storage/retrieval systems, imaging and emerging technologies preferred.

Graduation from an accredited four-year college or university with major course work in public administration; information science and/or data/records management is preferred and may substitute for one (1) year of the experience requirement. Must possess a valid class C driver’s license, proof of auto liability insurance and an acceptable driving record from the Department of Public Safety.       

Veterans, Reservists or Guardsmen with an MOS or additional duties that fall in the fields of 13A Field Artillery, General, 112X URL Special Warfare, 82 Boating Affairs, 9G100 Group Superintendent or other related fields pertaining to the minimum experience requirements may meet the minimum qualifications for this position and are highly encouraged to apply.
Additional Military Crosswalk information can be accessed at http://www.hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_ProgramManagement.pdf .

Remarks

The successful candidate will have: Knowledge of principles and practices of records management programs; Texas State Library and Archives Commission rules and regulations; local, state, and federal laws governing records management programs. Knowledge of the principles and practices of public administration and management; and, of confidentiality and security policies. 
Knowledge and skills required to systematically manage records and information in all formats from creation or receipt through processing, distribution, organization, storage and retrieval, and disposition.

Knowledge and skills necessary to proactively mitigate and manage the potential for damage to or loss of records and information. Skill in project management; in analyzing policies and procedures; in decision-making for efficiency and effectiveness; and, in monitoring vendor performance. Skill in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems; and, in operation of mobile devices, computers and their applicable software including MS Office applications. Ability to manage the records management program; to lead collaborative workgroups to consensus decision-making; and, to establish priorities and objectives. Ability to meet deadlines; to develop, implement, and audit policies and procedures, and supervise the work of others. Ability to effectively communicate via email, phone and in person; to establish goals and objectives; and to devise solutions to administrative problems. Ability to develop and evaluate policies and procedures; to motivate and achieve results through others; and, to lead and train others.

Applications may be downloaded from the Texas Workforce Commission's web site: http://www.twc.state.tx.us/jobs/gvjb/state-texas-application-employment.html#applicationForm.

Mail, email or fax applications to:

TDLR
Human Resources Office
P.O. Box 12157
Austin Texas 78711
Fax (512) 475-3377
Human.Resources@tdlr.texas.gov

Resumes will not be accepted in lieu of State Applications. Applications not completely filled out may be rejected. Only TYPED applications will be considered.

This job is not covered by the Fair Labor Standards Act (FLSA).