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

City of Austin•Austin, TX

2d•Onsite

About The Position

Austin's City Clerk's Office is seeking a knowledgeable and proactive Records Management Professional to join our team. The ideal candidate will have a strong understanding of records management best practices, relevant laws, and regulatory compliance. This individual will be responsible for consulting on records policies and procedures, interpreting and applying retention schedules, and delivering effective training to staff. Strong communication skills and the ability to develop and present clear, engaging presentations are essential. Purpose: Under general supervision, this position performs professional level work involving research and analysis of a variety of routine/semi routine administrative and operational support duties in the area of project management, quality management, performance measurement, change management and business process improvement. Provides support and assistance to senior process consultants, auditors and team leaders. Duties, Functions and Responsibilities: Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned. Assists in planning, executing and closing projects in a variety of operational and/or administrative situations related to specific assignments/areas. Develops and maintains databases to support data analysis and research findings for business projects. Assists in preparation of recommendations for implementation of new or revised policies, procedures, and/or process changes/improvements. Writes reports that summarize findings, data collection techniques, implementation options, etc. Establishes project schedules using project planning software/tools, updates, and maintains project status reports. Communicates project/process status. Conducts research, analyzes trends, determines accuracy and relevancy of data/information, and uses sounds judgment to evaluate alternatives. Facilitates and documents meetings, action items, and processes using flowcharting methodologies. Maintains positive working relationships with managers, supervisors, employees and other stakeholders to gain their cooperation and support. Responsibilities - Supervisor and/or Leadership Exercised: None. Key Responsibilities: Serve as a subject matter expert on records and information management laws, regulations, and industry best practices. Conduct research on citations and records-related laws and regulations at the local, state, and federal levels to support policy development and compliance. Facilitate and document meetings, including capturing action items and mapping processes using flowcharting methodologies. Assist in planning, executing, and closing projects related to records and information governance, ensuring alignment with organizational objectives and compliance standards. Develop and maintain spreadsheets and databases to support tracking of training activities, project milestones, and compliance metrics. Contribute to the review and revision of Standard Operating Procedures (SOPs), policies, and procedures to improve records management practices. Establish and manage project schedules using project planning tools; maintain and communicate project status reports to stakeholders. Train and consult with executives, managers, supervisors, and staff to promote understanding and adherence to records laws and regulatory requirements.

Requirements

Graduation with a Bachelor’s degree from an accredited college or university with major coursework in a field related to the job, plus one (1) year experience related to the job.
Experience may be substituted for education up to a maximum of four (4) years.
Knowledge of business strategies, objectives, planning, development and 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.
Skill in oral and written communication using a variety of formats including: print communication, electronic format, presentations and telephonic.
Skill in 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.

Nice To Haves

Leads analysis and evaluation of the effectiveness of record-keeping operations City-wide using knowledge of professional information governance and management theory, best practices, principles, standards, industry trends, and compliance requirements, and legal retention requirements.
Provides technical and best practice recommendations and participates in the development and information of the City-wide records and information management program including indexing, archival, retention, disposition, an classification policies, standards, and procedures.
Knowledge of document management systems, document scanning technologies, content management systems, databases, and department/enterprise business applications.
Skill in oral and written communication.
Ability to train others.
Knowledge of training methodologies and techniques including curriculum development.
Certification in information governance/information management (Certified Records Manager, Information Governance Professional, Certified Information Professional or similar certification) or ability to obtain within 6 months.
Knowledge of professional records and information management theory, best practices, principles, standards, industry trends, and compliance requirements.

Responsibilities

Assists in planning, executing and closing projects in a variety of operational and/or administrative situations related to specific assignments/areas.
Develops and maintains databases to support data analysis and research findings for business projects.
Assists in preparation of recommendations for implementation of new or revised policies, procedures, and/or process changes/improvements.
Writes reports that summarize findings, data collection techniques, implementation options, etc.
Establishes project schedules using project planning software/tools, updates, and maintains project status reports.
Communicates project/process status.
Conducts research, analyzes trends, determines accuracy and relevancy of data/information, and uses sounds judgment to evaluate alternatives.
Facilitates and documents meetings, action items, and processes using flowcharting methodologies.
Maintains positive working relationships with managers, supervisors, employees and other stakeholders to gain their cooperation and support.
Serve as a subject matter expert on records and information management laws, regulations, and industry best practices.
Conduct research on citations and records-related laws and regulations at the local, state, and federal levels to support policy development and compliance.
Assist in planning, executing, and closing projects related to records and information governance, ensuring alignment with organizational objectives and compliance standards.
Develop and maintain spreadsheets and databases to support tracking of training activities, project milestones, and compliance metrics.
Contribute to the review and revision of Standard Operating Procedures (SOPs), policies, and procedures to improve records management practices.
Establish and manage project schedules using project planning tools; maintain and communicate project status reports to stakeholders.
Train and consult with executives, managers, supervisors, and staff to promote understanding and adherence to records laws and regulatory requirements.