TWDB - 26-77: Business Operations Records Specialist (Program Specialist III)

TWDB•Austin, TX

17h•Onsite

About The Position

The Texas Water Development Board (TWDB) is seeking a Business Operations Records Specialist (Program Specialist III) to perform complex records and information management work. This role involves researching, implementing, and maintaining records management structures and techniques across various platforms. The specialist will manage a large, complex filing system within the Office of Water Supply and Infrastructure (WSI), ensuring compliance with agency records retention schedules, policies, and procedures. This position requires coordination with internal and external stakeholders, including other agencies, officials, and the public, to ensure proper records management practices. The role may also involve training others and requires moderate latitude for initiative and independent judgment, working under general supervision.

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.
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 all 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 all 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.