Open Records Specialist

Texas A&M University System•Austin, TX

12d•Onsite

About The Position

GENERAL DESCRIPTION: The Texas Division of Emergency Management (TDEM) is an emergency response entity, and this status can affect working hours, travel, and change in duties as needed. The Open Records Specialist, under general direction, is responsible for coordinating and responding to both standard and moderately complex open records requests under the Public Information Act or similar laws. This position requires compliance with state and federal laws/codes and Texas A&M University System/TAMU policies, regulations, rules and procedures. Extended hours may be needed on occasion to meet timelines. Salary is at range ($58,183.08 - $78,000.00 Annually; $4,848.59 - $6,500.00 Monthly) Final pay rate commensurate with experience and will be determined by the Chief Research Officer and Senior Advisor This position is located on-site and not subject to telecommuting. ESSENTIAL JOB DUTIES AND RESPONSIBILITIES: Coordinates the tracking, preparation, and completion of regulatory filings and other compliance-related documents. Receives, processes, and responds to open records requests from the public, journalists, researchers, and other entities, ensuring requests meet state and federal public access laws. Locates and gathers requested records, including emails, reports, and meeting minutes, ensuring sensitive information is handled according to legal guidelines. Reviews records for confidential or legally protected information that may require redaction or exemption, ensuring adherence to applicable laws. Coordinates the gathering of the requested information within all agency divisions and disseminates requests to appropriate parties. Provides response to requests for governmental records within the period mandated by the Texas Public Information Act and other state statutes. Redacts or reviews redaction in confidential records before releasing documents to the public. Calculates/assesses charges for Open Records in accordance with the Texas Public Information Act. Maintains detailed logs of requests, timelines, and responses to track compliance metrics and support accountability. Ensures document requirements are met and statutory deadlines are met. Responsible for cross-training backup staff in all records request processes and systems. Composes, edits, and drafts correspondence, memoranda, reports, and other documents using various word and data processing software. Formulates, maintains, and monitors a database of all rules and procedures required by the TAMUS and any additional rules and procedures needed for operations as determined by administration. Attends work regularly and observes approved work hours in accordance with agency leave and attendance policies. Ability to travel (up to 10%). Face-to-face and person-to-person interactions are required. Maintains a regular course of attendance during authorized work schedule and work extended hours when needed. Performs related work as assigned. This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.

Requirements

Bachelor's degree from an accredited four-year college or university.
Two (2) years of related experience.
Knowledge of Public Information Act provisions and timelines.
Knowledge of digital communications management.
Knowledge of documentation preparation.
Strong writing, editing and interpersonal skills.
Strong organizational skills.
Strong and effective communication skills.
Proficiency in MS Office applications to include Word, Excel, PowerPoint and Outlook.
Skill in handling multiple tasks and prioritizing.
Ability to meet strict deadlines required by law.
Ability to be customer-service oriented, collaborative and self-motivated.
Ability to work with frequent interruptions and changes in priorities.
Ability to multi-task.
Ability to conduct legal research and analysis.
Ability to anticipate and identify issues and problem solve.
Ability to work extended or non-traditional hours such as evenings, weekends, special events, etc.
Ability to communicate with tact and diplomacy.
May have to deal with agitated customer base on occasion.
Ability to prioritize tasks and meet strict timelines.
Ability to train others.
Ability to establish and maintain good working relationships with external stakeholders and the public.
Complete and obtain certification in IS-100, IS-200, IS-300, IS-400, IS-700, IS-800 FEMA courses within twelve (12) months of employment and any other training as determined.

Responsibilities

Coordinates the tracking, preparation, and completion of regulatory filings and other compliance-related documents.
Receives, processes, and responds to open records requests from the public, journalists, researchers, and other entities, ensuring requests meet state and federal public access laws.
Locates and gathers requested records, including emails, reports, and meeting minutes, ensuring sensitive information is handled according to legal guidelines.
Reviews records for confidential or legally protected information that may require redaction or exemption, ensuring adherence to applicable laws.
Coordinates the gathering of the requested information within all agency divisions and disseminates requests to appropriate parties.
Provides response to requests for governmental records within the period mandated by the Texas Public Information Act and other state statutes.
Redacts or reviews redaction in confidential records before releasing documents to the public.
Calculates/assesses charges for Open Records in accordance with the Texas Public Information Act.
Maintains detailed logs of requests, timelines, and responses to track compliance metrics and support accountability.
Ensures document requirements are met and statutory deadlines are met.
Responsible for cross-training backup staff in all records request processes and systems.
Composes, edits, and drafts correspondence, memoranda, reports, and other documents using various word and data processing software.
Formulates, maintains, and monitors a database of all rules and procedures required by the TAMUS and any additional rules and procedures needed for operations as determined by administration.
Attends work regularly and observes approved work hours in accordance with agency leave and attendance policies.
Ability to travel (up to 10%).
Face-to-face and person-to-person interactions are required.
Maintains a regular course of attendance during authorized work schedule and work extended hours when needed.
Performs related work as assigned.