Records Management Officer

Austin, TX

Job Description (Hybrid position):

Director I

Performs advanced (senior-level) managerial work providing direction and guidance in strategic operations and planning as the Records Management Officer for the Health and Human Services Commission (HHSC) and the Department of State Health Services (DSHS).

Work involves:

• Establishing the strategic plan, goals and objectives for the creation, maintenance, storage, appraisal, and disposition of state records at HHSC and DSHS;

• Developing policies in conjunction with Information Technology, Information Security, Legal Services, Procurement and Contracting Services, Business and Regional Services, executive management, and program leadership and subject matter experts;

• Reviewing guidelines, procedures, rules, and regulations, including collaboration with the Texas State Library and Archives Commission to develop rules for records and information management across state government in Texas;

• Establishing priorities, standards, and measurement tools for determining progress in meeting goals related to decreasing cost, improving efficiency, reducing use of physical and electronic resources, and achieving compliance with state and federal laws;

• Coordinating and evaluating program activities; and

• Reviewing and approving budgets related to records storage and secure destruction.

Plans, assigns, and supervises the work of others. Works under minimal supervision by the Director of Operations and Support Services, with extensive latitude for the use of initiative and independent judgment.

Essential Job Functions:

Work involves:

• Establishing the strategic plan, goals and objectives for the creation, maintenance, storage, appraisal, and disposition of state records at HHSC and DSHS;

• Coordinating and evaluating program activities; and

• Reviewing and approving budgets related to records storage and secure destruction.

15%) Serves as the Records Management Officer for the Health and Human Services Commission (HHSC) and the Department of State Health Services (DSHS). Work involves establishing the strategic plan, goals and objectives for the creation, maintenance, storage, appraisal, and disposition of state records at HHSC and DSHS. Reviews and approves reports and presentations to executive management on the productivity and priorities of the HHS Records Management program. Reviews the results of research and data analysis to provide direction and guidance to Records Management staff and stakeholders. Reviews proposed legislation for impact on agency records management and related functions.

(30%) Provides direction, guidance, and assistance to the HHS System in the management of state records.

Develops policies and records retention schedules in conjunction with Information Technology, Information Security, Legal Services, Procurement and Contracting Services, Business and Regional Services, executive management, and program leadership and subject matter experts.

Reviews guidelines, procedures, rules, and regulations at the agency and program level for compliance with state and federal law and records management best practices.

Develops and offers training for HHS employees on records management policies, procedures, and best practices. Presents at national and statewide conferences for records management professionals on best practices in records and information management.

Collaborates with the Texas State Library and Archives Commission to develop rules for records and information management across state government in Texas. Represents the HHS System on the State Agency Coordinating Committee’s Records Information Management Subcommittee.

(30%) Plans, assigns, and supervises the work of eight full-time staff in the HHS Records Management Office, including one team lead supervisor of three additional positions.

Plans, develops, and approves schedules, priorities, and standards for achieving goals.

Manages all personnel activities including hiring, performance management, disciplinary actions, and time and leave management.

(20%) Establishes priorities, standards, and measurement tools for determining progress in meeting the goals of the HHS Records Management program in support of the HHS System strategic plan and priorities.

Plans, develops, implements, coordinates, monitors, and evaluates program activities and training related to decreasing cost, improving efficiency, reducing use of physical and electronic resources, and achieving compliance with state and federal laws.

Monitors compliance of HHS policies, procedures, and activities with state and federal law. Identifies the need to revise policies and procedures because of changing technology, legislation, priorities, and program organization and interdependencies.

(5%) In coordination with the Director of Operations and Support Services, reviews, approves, and monitors a budget of related to records storage and secure destruction services.

Knowledge Skills Abilities:

• Knowledge of local, state, and federal laws and regulations and Texas State Library and Archives Commission procedures and rules relevant to records and information management, confidential information, public information, and information security.

• Knowledge of the Health and Human Services System's programs and their requirements preferred.

• Knowledge of the principles and practices of public administration and management preferred.

• Skill in oversight of vendor performance.

• Skill in the use of Microsoft Office Suite, specifically, Excel, Word, Teams, SharePoint, PowerPoint and Outlook.

• Skill in project management.

• Skill in preparing and interpreting reports.

• Ability to develop and direct program goals, objectives and activities that support the strategic plan.

• Ability to plan, assign, and supervise the work of others.

• Ability to develop and provide formal and informal training to agency management and staff.

• Ability to identify problems, evaluate alternatives, and implement effective solutions.

• Ability to lead collaborative workgroups to consensus decision-making.

• Ability to communicate effectively.

• Ability to develop, implement, evaluate and audit policies and procedures.

• Ability to analyze legislation for operational and financial impact.

Registration or Licensure Requirements:

Certified Records Manager, Certified Information Professional, Information Governance Professional, or comparable certification preferred.

Initial Selection Criteria:

Five years’ experience in records and information management; CRM, CIP, IGP, or comparable certification preferred.

• Graduation from a four-year college or university with major course work in a field relevant to the assignment.. Experience and education may be substituted for one another on a year-for-year basis.

• Experience in a supervisory role.

• Familiarity with Health and Human Services preferred.

Additional Information:

Requisition Number 580482

This position has the capability to telework on a part-time basis (up to 3 days per week). The successful candidate must be able to report to the office within two hours of notification as needed. Selected candidate must have the ability to provide a personal home internet service.

The selected candidate must also have a home office location free from distractions that will provide the ability to ensure confidentiality of work product.

MOS Code:

641X, SEI15, 8003, 8040, 30C0, 20C0, 10C0, 90G0, 97E0

Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS

HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

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.