TWDB - 26-26: Business Operations Records Specialist (Program Specialist III)

Texas Water Development Board (TWDB)•Austin, TX

12d•Onsite

About The Position

Only applicants who apply with a State of Texas application via the CAPPS online application system will be considered for this position. First time applicants will need to create an account https://tinyurl.com/CAPPS-Login in the CAPPS online application system at https://tinyurl.com/CAPPS-Jobs. Please visit our job opportunities page at https://tinyurl.com/How-to-Apply-in-CAPPS for more information about the Texas Water Development Board and answers to frequently asked questions. To view this position in greater detail, visit the CAPPS online application system. Texas Water Development Board’s Mission - Leading the state’s efforts in ensuring a secure water future for Texas. The Texas Water Development Board (TWDB) offers competitive compensation and benefits package including medical, dental, vision, 401(k), flexible spending, and flexible work alternatives so you can have a work/life balance! For more information about these benefits and more visit http://www.twdb.texas.gov/jobs/benefits.asp. The Texas Water Development Board does not discriminate on basis of race, color, national origin, sex, religion, sexual orientation, age, or disability in employment or provision of services, programs, or activities. Must meet agency in-office requirements Salary commensurate with experience and qualifications General Description Performs complex (journey-level) records and information management work. Work involves researching, implementing, and maintaining records management structure and techniques in various platforms. Maintains a large complex filing system including monitoring and auditing active files within the Office of Water Supply and Infrastructure (WSI). Maintains contacts and coordinates with intra-agency/inter-agency personnel, elected/appointed officials, and the public to assure compliance with the agency records retention schedule, policies, procedures, disposition and practices. May train others. Works under general supervision, with moderate latitude for the use of initiative and independent judgement. Reports to Manager of the Business Operations Department.

Requirements

Graduation from an accredited four-year college or university with a bachelor's degree.
Three years of relevant work experience in records management.
Relevant education and experience can be substituted for each other on a year-for-year basis.
Knowledge of local, state, and federal laws and regulations relevant to the Water Supply & Infrastructure Office.
Knowledge of the principles and practices of public administration.
Knowledge of complex office practices and administrative procedures, including record keeping and records management, telephone techniques, and report writing.
Knowledge of proper document construction and editorial enhancement techniques.
Knowledge of operating computers, software applications, and peripheral devices.
Skills in using Microsoft Office programs such as Word, Excel, Access, Teams, SharePoint, and Outlook.
Skills in use of internet, email, word processing, spreadsheet, presentation, and database software.
Skills in preparing and maintaining accurate records, reports, documents and correspondence and meeting deadlines.
Skills in communicating effectively in writing as appropriate for the needs of the audience.
Skills in talking to others to convey information effectively.
Skills in actively looking for ways to help people.
Ability to maintain the security or integrity of critical infrastructure within Texas.
Ability to meet agency in-office requirements.
Ability to adhere to work schedules, follow procedures with respect to leave and submit accurate timesheets by prescribed deadlines.
Ability to make mature, objective decisions and identify areas of potential problems.
Ability to perform effectively and willingly when changes occur in scope and nature of the work and work environment.
Ability to perform routine and non-routine work assignments accurately and on-time with little or no supervision.
Ability to perform assigned duties and improve work habits and/or output.
Ability to interpret policies, procedures, and regulations.
Ability to provide prompt, courteous and accurate assistance and clear and concise communication to internal and external stakeholders both verbally and in writing.
Ability to establish and maintain effective working relationships with a variety of individuals including executives, agency staff, and/or the public.
Ability to complete tasks and projects in a timely manner and persist until tasks are completed.
Ability to interpret policies, procedures, and regulations.
Ability to timely and accurately balance and successfully complete a heavy workload with numerous deadlines.
Ability to handle administrative, sensitive, and confidential issues.
Ability to work and cooperate with others in a team environment.
Ability to manage multiple tasks.
Ability to stand/sit/move with no physical limitations or aids to perform activities such as retrieve/replace files in a large file system for boxes up to 30 lbs.
Ability and willingness to travel 5% of the time, primarily within the State of Texas.
Ability to operate a vehicle (state or personal) for state business and maintain a driver’s license and driving record that complies with state and agency requirements.
Ability to work shifts that may exceed eight hours, including early mornings, nights, and weekends.
Ability to train others.

Nice To Haves

More than five years of relevant work experience in records management.
Experience with data entry into databases.
Experience developing and conducting training for staff.
Experience with SharePoint file management systems.

Responsibilities

Participates in the development and implementation of goals, objectives, policies, and priorities for the management of records in the Water Supply & Infrastructure (WSI) Office.
Reviews the effectiveness of the WSI’s record-keeping practices, records management systems, and proposes recommendations for improvement.
Tracks external divisional documents submitted to WSI for retrieval and/or accurate retention and disposition of files.
Monitors or audits files as part of the project review process to ensure complete records.
Scans, stores, indexes, and classifies records including internal work process documents.
Sets up and maintains complex file systems within WSI by collecting and organizing records in accordance with established policies, procedures, and the TWDB retention schedule regardless of format, system, or storage location.
Gathers information to help with the identification of records to ensure they are correctly categorized for records retention.
Performs daily electronic-based filing activities, including creating files with labels, interfiling documents, and/or re-filing.
Performs accurate data entry and maintenance into records management and project tracking databases, logs, and spreadsheets such as TxWISE (Agency database).
Utilizes Office 365 applications, including MS Teams, SharePoint, Planner, and others.
Performs complex searches of files and databases for requested project information of critical projects.
Provides customer service excellence to both internal and external customers and responds daily to inquiries.
Assists employees on a variety of matters related to records and information management.
Ensures the ongoing maintenance of document reference tools.
Provides consultative services and technical assistance to staff to plan, implement, and monitor an effective records program.
Assists WSI staff in locating and retrieving records for Public Information Request requests.
Promotes an environment that encourages teamwork, accountability, professional development, and improvement in performance.
Maintains confidential and sensitive information.
Ensures individual and team files (electronic and hard versions) are appropriately maintained and timely disposed on in accordance with the agency’s records retention procedures and schedule.
Maintains required certifications and licenses and meets the continuing education needs and requirements of the position to include, attending mandatory training courses.
May be required to operate a state or personal vehicle for business purposes.
Performs other duties as assigned.