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.