Business Process Specialist- Records Information Management (Temporary)

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Posting Title: Business Process Specialist- Records Information Management (Temporary/MuniProg ParaProfessional)
Job Requisition Number: COA075308
Position Number: T61005
Job Type: Full-Time
Division Name: Austin Water Utility

Minimum Qualfications:

Graduation from an accredited four-year college or university with major coursework in a field related to the job, plus one (1) year experience related to the job.
Experience may be substituted for education up to a maximum of four (4) years.
Licenses and Certifications Required: None

Notes to Applicants:

This is a Temporary position that is expected to last up to six months. As a temporary position, it is not benefits eligible.

The Business Process Specialist:

  • Initiates and implements business initiatives for the information management program; will establish an advisory team to develop goals and initiatives for maintaining information and data according to guidelines provided by the City
  • Collaborates with Information Technology professionals and SharePoint owners to understand their business requirements and ensure documents and portal contents comply with records retention policies and government requirements
  • Establishes and implements procedures for e-records and legal holds; assists with open records requests within an electronic environment
  • Identifies opportunities to develop and implement long-term operational efficiencies and process improvements
  • Develops strategies to improve the handling and retention of email communication, electronic devices, electronic documents and other information resources
  • Interfaces with stakeholders to establish and implement defensible deletion process within the organization – this includes deletion of abandoned email accounts, web sites, SharePoint sites, and group and personal file share
  • Assists with implementing an electronic document imaging system, consults with stakeholders to identify and define the scope of a scanning project, establishes client goals and objectives, and develops guidelines to capture scanning workflow process and document naming conventions
  • When completing the City of Austin employment application:

Please be sure to detail on the application all previous employment that you wish to be considered as part of your qualifications.

A detailed, complete employment application is required. It helps us to better evaluate your qualifications and will be used to determine salary if you are selected for this position. Be sure to provide job title and employment dates for all jobs you wish to be considered.

A résumé is required, but will not substitute for a complete employment application. Incomplete applications will not be considered. Please include contact information from previous employers.

A cover letter is also required. In the cover letter candidates should describe, in concise detail, their interest in this position and highlight any prior experience that is relevant to this position.

If you are selected to interview: 

Military/Veterans must provide a copy of their DD214 at the time of initial interview to receive military/veteran interview preference.
Your skill level in the competency areas of the position will be assessed

If you are selected for hire: 

You must provide proof of education which may include your official college transcript, High School diploma, GED or equivalent degree and your professional licenses.

Effective October 1, 2014, all Austin Water Utility worksite locations are tobacco-free. Use of tobacco products and/or e-cigarettes is not permitted on any AWU worksite – including construction sites, parking lot, garage or in any personal vehicle located on the premises.

Pay Range: $24.36 to $31.56 per hour

Hours: Monday through Friday from 8:00 to 5:00 or other hours as required

Job Close Date : 07/18/2016
Type of Posting: External
Department: Austin Water Utility
Regular/Temporary: Temporary (No benefits)
Grant Funded or Pooled Position: Not Applicable
Category: Professional
Location: 625 E. 10th Street, Austin, Texas 78701

Preferred Qualifications

  • Bachelor’s degree in Information Science or Business Administration
  • At least two years of experience in a records information management role where the primary function of the position was to establish and maintain records management processes and procedures
  • Direct experience working with electronic document management systems
  • Experience managing projects to include resource planning, scheduling, documentation, cost estimates
  • Experience defining and evaluating performance measures to be sure that critical work processes are examined
  • Experience mapping work process flow and initiating process improvement efforts
  • Proficiency in Visio or other flowchart/value-stream mapping software, Share Point, File Share, SQL/SQL script writing
  • Intermediate Microsoft Office Suite skills to include Word, PowerPoint, Excel and Outlook
  • Duties, Functions and Responsibilities

Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.

1. Assists in planning, executing and closing projects in a variety of operational and/or administrative situations related to specific assignments/areas. 
2. Assists in preparation of recommendations for implementation of new or revised policies, procedures, and/or process changes/improvements. Write reports that summarize findings, data collection techniques, implementation options, etc.
3. Establishes project schedules using project planning software/tools, updates and maintains project status reports. Communicate project/process status.
4. Develops and maintains databases to support data analysis and research findings for business projects. 
5. Conduct research, analyze trends, determine accuracy and relevancy of data/information, and use sounds judgment to evaluate alternatives. 
6. Facilitates and documents meetings, action items, and processes using flowcharting methodologies.
7. Maintains positive working relationships with managers, supervisors, employees and other stakeholders to gain their cooperation and support.

Responsibilities – Supervisor and/or Leadership Exercised: None

Knowledge, Skills and Abilities

Must possess required knowledge, skills, abilities and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
• Knowledge of business strategies, objectives, planning, development and management processes and process improvement
• Knowledge of research methodologies, cost/benefit analysis, statistics and financial modeling
• Knowledge of applicable City of Austin, state and federal statutes, ordinances and codes
• Knowledge of performance measures, quality improvement programs and project management methods
• Skill in oral and written communication using a variety of formats including: print communication, electronic format, presentations and telephonic
• Skill in using computers and related software applications
• Skill in data analysis and problem solving
• Ability to quickly recognize and analyze irregular data and situations
• Ability to work independently and with teams

Does this job require a criminal background investigation? This position does not require a criminal background investigation
EEO/ADA

City of Austin is committed to compliance with the American Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call (512) 974-3210 or TTY (512) 974-2445.

Information For City Employees: If you are an employee within the department, are in good standing and meet both the minimum and preferred qualifications, then you will receive an initial interview.

Supplemental Questions

Required fields are indicated with an asterisk (*).

* This temporary position requires graduation from an accredited four-year college or university with major coursework in a field related to the job, plus one (1) year experience related to the job. Experience may be substituted for education up to a maximum of four (4) years. Do you meet these requirements?

Yes
No

* Describe in detail how you meet the minimum qualifications of this position.

(Open Ended Question)

* Do you have a Bachelor’s degree in Information Science or Business Administration?

Yes
No

* Do you have at least two years of experience in a records information management role where the primary function of the position was to establish and maintain records management processes and procedures?

Yes
No

* Describe your experience in a records information management role where the primary function of the position was to establish and maintain records management processes and procedures.

(Open Ended Question)

* How many years of direct experience do you have working with electronic document management systems?

None
Less than 1 year
1-3 years
3+ years

* Describe the electronic document management systems you are familiar with.

(Open Ended Question)

* Describe your experience managing projects to include resource planning, scheduling, documentation and cost estimates.

(Open Ended Question)

* Describe your experience defining and evaluating performance measures to be sure that critical work processes are examined. Indicate the position on your resume where you performed this function.

(Open Ended Question)

* Describe your experience mapping work process flow and initiating process improvement efforts.

(Open Ended Question)

* Describe your proficiency in Visio or other flowchart/value-stream mapping software. Would you consider yourself a basic, intermediate or advanced user?

(Open Ended Question)

* Describe in detail, your experience working with relational databases (e.g. Access, SQL) or SharePoint.

(Open Ended Question)

* Which of the following best describes your proficiency with Microsoft Word?

Beginner: skill level includes creating/editing/saving files, applying text formatting, using templates, using spell checks, inserting date/time, etc.
Intermediate: skill level includes formatting pages/sections, margins, tabs, outlines and headers/footers, inserting text boxes, tables and graphs, tracking changes, inserting hyperlinks, protecting documents, etc.
Advanced: skill level includes using mail merge, creating forms, footnotes and headers, superscripts/subscripts, etc.
Expert: skill level includes creating index/concordance, line drawings and macros, importing/exporting files, etc.
Limited or no MS Word experience, but proficient with another word processing application
None of the above

* Which of the following best describes your proficiency with Microsoft Excel?

Basic: create/edit simple spreadsheets, sort data, enter formulas
Intermediate: create/edit spreadsheets, create charts/graphs from spreadsheet data, hide and unhide rows/columns, use basic functions such as SUM, AVERAGE, and COUNT
Advanced: develop complex spreadsheets, create charts/graphs/tables, import data from external databases, use AutoFilter to analyze data, use complex functions/formulas for math & logic equations
Limited or no MS Excel experience, but proficiency with another spreadsheet application such as Lotus 1-2-3 or Apple Numbers
No experience with Microsoft Excel

* Indicate your highest level of experience in using Microsoft PowerPoint.

Beginner: skill level includes use of pre-existing templates, ClipArt gallery and various presentation views, single slide formatting, etc
Intermediate: skill level includes creating/formatting master for entire presentation, use of various slide layouts, etc.
Advanced: skill level includes use of slide transitions/sound/animation, creating/importing charts/graphs, manipulate multiple presentations, etc
Expert: skill level includes incorporating web page/document hyperlinks, video clips, graphics/art creation and manipulation, etc.
Limited or no MS PowerPoint experience, but proficiency with another presentation application
No presentation software experience

* Which of the following best describes your proficiency with Microsoft Outlook?

Basic: Able to send/receive emails and schedule calendar items
Intermediate: able to reply/forward email, use mail options to mark messages as confidential/high priority, set up read receipts, send meeting notices, set up task lists
Advanced: able to view calendar conflicts for multiple users, manage email/calendar for other users, set up rules & alerts, resend/recall emails, assign/track completion status of tasks
I do not have experience with Microsoft Outlook, but have experience with a similar office productivity software such as Lotus Notes or Novell GroupWise
I do not have experience with Microsoft Outlook

Optional & Required Documents

Required Documents

Cover Letter
Resume

Optional Documents