Lead Open Records Coordinator

Texas Health & Human Services Commission • Austin, TX

9d • $4,020 - $6,336 • Remote

About The Position

The Records Analyst III performs advanced, senior-level records and information management work in the Texas Department of Family and Protective Services’ Records Management Group. The role protects, provides, and preserves agency records, with a focus on the Open Records area. It oversees and contributes to the design, evaluation, review, recommendation, implementation, updating, and maintenance of the agency’s records and information management program. The position works under limited supervision with considerable latitude for initiative and independent judgment, and may supervise others.

The role coordinates responses to public records requests, supports appropriate records gathering and redaction, and helps ensure releases comply with the Texas Public Information Act and other applicable laws. It also oversees records systems and practices; coordinates agency-wide records management, training, and guidance; and prepares reports, research, quality assurance reviews, and recommendations for improvement. The position is currently classified as full-time telework, is eligible for telework, is based in Austin, and may require travel up to 10%.

Requirements

• Bachelor’s degree from an accredited four-year college or university in public administration, information management, legal studies, or a related field; qualifying experience may substitute for education year for year.
• Experience in public records processing, regulatory compliance, legal support, administrative support, or records management work, if used as a substitute for the required education.
• Knowledge of foundational records management theory and practice.
• Knowledge of records management laws, regulations, rules, policies, and procedures, and information governance across records and information management phases.
• Experience interpreting and applying the Public Information Act.
• Skill using a computer and applicable software, such as Microsoft Suite.
• Skill planning and prioritizing work activities and delegating assignments as needed.
• Skill conducting research in a fast-paced business environment.
• Skill developing reports and presenting work-related information.
• Skill establishing and maintaining effective working relationships with personnel at various levels of government entities and with external customers.
• Ability to research, analyze, and evaluate information, formulate conclusions, and communicate guidance verbally or in writing.
• Ability to apply standardized information management strategies and procedures to unusual or critical situations.
• Ability to follow and implement administrative procedures to maintain unit functions.
• Ability to maintain confidentiality of information obtained in the position.
• Ability to communicate effectively and promptly with internal and external customers, manage issues and problems, problem-solve, and recognize when to escalate matters to upper management.
• Ability to effectively manage and supervise the work of others.
• Selected applicants must pass a background check and, if applicable, a driver’s record check.
• Must complete required security and infrastructure-related training and comply with agency cybersecurity and communications system usage policies.
• Staff must be familiar with WCAG 2.1 AA and Section 508 accessibility standards for creating accessible electronic content.

Responsibilities

• Coordinate and assist with responding to agency records requests in conjunction with legal counsel and other employees; gather appropriate records, ensure redaction and release based on entitlement, and oversee cost estimates when applicable.
• Ensure responses to governmental records requests meet deadlines mandated by the Texas Public Information Act and other state statutes.
• Coordinate gathering requested information across DFPS divisions and route requests to appropriate departments.
• Redact or review redactions in confidential records before releasing documents to entitled parties.
• Oversee the design and implementation of filing systems and filing procedures.
• Ensure accurate entry of data into records request tracking and inventory systems to facilitate retrieval, distribution, and disposition of agency records.
• Oversee staff analysis, validation, research, routing, and timely handling of records requests, and assist as needed.
• Prepare, edit, and submit reports to management on work product.
• Help plan and coordinate the agency-wide records and information management program, including records creation, retention, retrieval, maintenance, protection, storage, and disposition.
• Stay current on federal and state records and information management laws, applicable rules, and agency policies and procedures; maintain proficiency in relevant technology.
• Coordinate, develop, and conduct records management training for agency staff and contractors; assess training needs, develop training programs and schedules, and create materials based on data and research.
• Advise and assist agency staff on records and information management matters, including complex and sensitive records; collaborate with record liaisons on training, procedures, and implementation.
• Communicate with internal and external customers about records products and services, following agency guidance and legal restrictions on information sharing.
• Participate in developing and implementing goals, objectives, policies, and priorities for records management.
• Review the effectiveness of agency record-keeping practices and systems and recommend improvements.
• Prepare administrative reports, studies, and specialized research projects.
• Evaluate staff performance based on data and program standards; conduct quality assurance by monitoring, inspecting, and recommending measures to improve products and process compliance.
• May assist with surveys, inspections, or reviews to determine compliance with records management requirements, laws, regulations, policies, and procedures.
• May supervise the work of others.
• Perform related work as assigned; promote respect for cultural diversity and maintain a regular and predictable work schedule in accordance with agency leave policy.

Benefits

• 100% paid health insurance for the employee and 50% paid for eligible family members.
• Retirement plans with lifetime monthly payments after five years of state service, with options to save through 401(k) and 457 plans.
• Paid vacation, holidays, and sick leave.
• Optional dental, vision, and life insurance at rates described as lower than most private plans.
• Flexible spending accounts for health and dependent care.
• Employee discounts on gym memberships, electronics, and entertainment.
• Possible eligibility for Public Service Loan Forgiveness.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior