Manager - Public Information Act

Harris Central Appraisal District•Houston, TX

23h

About The Position

Join an organization that values it's community and employees! The purpose of this position is to ensure the completion and delivery of services in support of the HCAD operational plans and in accordance with the organization's values. This requires the hiring, training, supervision, guidance, and support of staff within the respective business unit. The Manager will frequently act as a Subject Matter Expert when it comes to their knowledge of business unit operations. They are responsible for planning, organizing, and directing the activities performed within the assigned business unit and disseminating information throughout the organization as it relates to the delivery of key objectives. The incumbent will promote and champion process improvement and automation and may achieve results through the management of administrative staff. Depending on the specific functional area, they are responsible for ensuring that property owners, the general public, agents, attorneys and employees are properly supported in performing transactions within the HCAD organization. The position oversees key processes, ensures that the team functions effectively, and maintains final responsibility for its overall results. Close date and time: March 24 at 11:59 PM

Requirements

Bachelor’s Degree in field directly related to discipline preferred.
Must successfully complete TDLR approved courses 101, 102, 4, 7 within 2 years of employment.
7+ years of Public Information Act administration, legal compliance, or open records processing.
3+ years' supervisory experience
Texas Public Information Act (Texas Government Code, Chapter 552)
Attorney General’s Public Information Handbook
Record retention schedules and document management procedures
Management and Leadership
Intermediate computer skills
Effective written and verbal communication skills
Active listening
Customer Service
Research
Collaboration
Detail orientation

Responsibilities

Plan, organize, and direct the activities performed within the assigned section and disseminate information throughout the organization as it relates to the delivery of key objectives.
Oversee selection, training / development, and on-going performance of team.
Ensure adequate staffing to deliver on unit performance commitments and ensure clarity on values and operational objectives.
Drive operational results through the management of administrative staff.
Prepare and audit weekly, monthly, and annual operational and productivity reports to ensure progress against objectives.
Provide assistance to either internal or external customers by developing solutions and implementing strategies to ensure that the unit performs in a cost- and time-efficient manner.
Maintain responsibility for coordinating and delivering on unit strategies and projects - Ensure that employees remain trained, engaged, and focused on required outcomes.
Develop and deliver accurate information regarding HCAD and department policies, procedures, and regulatory requirements - Ensure ongoing compliance.
Evaluate and resolve problems and conflicts that involve or are beyond the scope of responsibility for team members - Troubleshoot problem areas or accounts as necessary and follow-up to ensure resolution.
Provide direction and feedback to employees regarding personal and unit performance – Identify and present performance evaluations and staff career development.
Balance section priorities that may include multiple projects based on performance commitments and impact to the organization and internal or external customers.
Proactively communicate with functional team and other members of Management regarding operational objectives, performance opportunities and progress on initiatives.
Communicate procedures and important deadlines for action to property owners, agents and HCAD personnel.
Ensure the availability of staffing and resources necessary for the unit to perform its core function.
Assist with/prepare and monitor performance, technical, status and any other assigned reports.
Assist in the development of various program administration.
Coordinate the scheduling of various annual activities to ensure the district’s goals and deadlines are met in a timely manner.
Monitor new legislation and coordinate the implementation of any newly required practices.
Provide support to other supervising colleagues by being an available resource for other section staff members who need assistance from a supervisor, should theirs not be available.
Assist/Communicate with property owners or their representatives in a face-to-face setting, email or via telephone
Handle adverse situations to provide appropriate solutions and multiple alternatives to ensure resolution and serve as the point of contact for escalated inquiries regarding request processing.
Control and reduce costs, optimize use of HCAD assets and manage expenditures.
Prepare work production schedules and yearly planning calendar.
Actively support division planning activities.
Promote and champion process improvements, including those that are cross-functional.
Provide approval for training requests.
Oversee the creation and dissemination of training and procedural materials used within the assigned section.
Ensure appropriate communication with other functional teams regarding operational requirements, performance, staffing changes and compliance.
Perform other duties as required.
Administer & monitor the organization’s public information request response program to ensure compliance with the Texas Public Information Act.
Provide planning, training and development for the Public Information Act section.
Assist property owners, general public, and agents in a professional and courteous manner, providing assistance and information verbally and in writing.
Administer the public information request response program by managing the receipt, assigning, processing of and responses to requests.
Coordinate and manage the timelines for responding in accordance with the Texas Public Information Act.
Serve as the designated Public Information Coordinator (PIC), fulfilling the statutory training and compliance responsibilities on behalf of the Officer for Public Information (Chief Appraiser) and Board of Directors as authorized by Texas Government Code Section 552.012.
Complete the Office of the Attorney General's Open Government training (Public Information Act) within 90 days of assumption of duties and maintain valid certification to ensure compliance with state mandates.
Collaborate with the Office of the Chief Appraiser and senior management to ensure district compliance with all requirements of Texas Government Code Chapter 552
Monitor current workloads and ensure manpower needs are sufficient to handle the timely processing of public information requests.
Coordinate collaboration with the Division of Legal Services to determine information exempted from disclosure pursuant to the Public Information Act
Develop, coordinate, and evaluate the recordkeeping system for public information requests
Coordinate with the Records Management Division to ensure timely and complete responses
Monitor new legislation and coordinate the implementation of any new laws affecting the work.