Business Process Specialist - Records Information Management (Austin City Clerk's Office)

City of Austin•Austin, TX

4d•$65,510 - $81,890•Onsite

About The Position

The City of Austin City Clerk’s Office is seeking a knowledgeable and proactive Records Management Professional to support records and information management across the City. Under general supervision, this position performs professional-level research and analysis, project support, quality and performance measurement, change management, and business process improvement. The role provides assistance to senior process consultants, auditors, and team leaders and consults with staff on records policies, procedures, retention schedules, and compliance requirements. The position supports the City-wide records and information management program by researching applicable laws and best practices, evaluating record-keeping operations, contributing to policies and procedures, and training executives, managers, supervisors, and staff. It develops and maintains data resources for analysis and tracking, prepares reports and recommendations, manages project schedules and status communications, and facilitates and documents meetings and processes. The position is based at Austin City Hall and is scheduled Monday through Friday, 8 AM to 5 PM.

Requirements

Bachelor’s degree from an accredited college or university with major coursework in a field related to the job, plus one year of related experience.
Experience may substitute for education, up to a maximum of four years.
Knowledge of business strategies, objectives, planning, development, 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.
Oral and written communication skills across print, electronic, presentation, and telephonic formats.
Skill 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.
Ability to explain and demonstrate performance of essential job functions, with or without reasonable accommodations.

Nice To Haves

Knowledge of professional information governance and records management theory, best practices, principles, standards, industry trends, compliance requirements, and legal retention requirements.
Knowledge of document management systems, document scanning technologies, content management systems, databases, and department or enterprise business applications.
Ability to train others and knowledge of training methodologies and techniques, including curriculum development.
Certification in information governance or information management, such as Certified Records Manager, Information Governance Professional, Certified Information Professional, or a similar certification; or ability to obtain certification within six months.

Responsibilities

Assist in planning, executing, and closing projects related to records and information governance and other operational or administrative assignments.
Serve as a subject matter resource on records and information management laws, regulations, and industry best practices.
Research records-related citations, laws, and regulations at local, state, and federal levels to support policy development and compliance.
Analyze the effectiveness of City-wide record-keeping operations and assess data, trends, and alternatives.
Develop and maintain databases and spreadsheets for data analysis, research findings, training activities, project milestones, and compliance metrics.
Assist with recommendations and contribute to the development or revision of policies, procedures, SOPs, standards, and process improvements.
Support development of the City-wide records and information management program, including indexing, archival, retention, disposition, and classification policies, standards, and procedures.
Prepare reports summarizing findings, data collection methods, and implementation options.
Establish and manage project schedules using project planning tools; maintain and communicate project status reports.
Facilitate and document meetings, capture action items, and map processes using flowcharting methodologies.
Train and consult with executives, managers, supervisors, and staff to promote understanding of records laws and regulatory requirements.
Maintain positive working relationships with managers, supervisors, employees, and other stakeholders to gain cooperation and support.