Program Supervisor III- Records Management Group

Department of Public Safety • Houston, TX

11d • Hybrid

About The Position

The Texas Department of Family and Protective Services (DFPS) works to build on strengths of families and communities to keep children and vulnerable adults safe, so they thrive. We do this through investigations, services, and referrals. This position performs complex (journey-level) administrative and supervisory program work within DFPS’ Records Management Group (RMG) Division to protect, provide, and preserve the agency’s records. Work involves establishing program goals and objectives; developing program guidelines, procedures, and policies; developing schedules, priorities, and standards for achieving program goals; evaluating program activities; developing budget requests; and coordinating program activities. Supervises the work of others. Works under general supervision, with moderate latitude for the use of initiative and independent judgment.

Requirements

• Graduation from high school or equivalent.
• Knowledge of foundational records management theory and practice.
• Knowledge of records management laws, regulations, rules, policies and procedures; and concepts of information governance of various phases of records and information management.
• Knowledge of public administration and management techniques; statistical analysis processes; research techniques; training and marketing techniques; and program management processes and techniques.
• Skilled in effective verbal and written communication.
• Skill in using a computer and all standard office equipment.
• Skill in building and maintaining effective working relationships.
• Skill in planning and prioritizing work activities.
• Skill in identifying measures or indicators of program and staff performance, and in operating a personal computer and applicable software (e.g. Excel, Word, Outlook, and Microsoft Teams).
• Ability to gather, assemble, correlate and analyze facts.
• Ability to establish goals and objectives.
• Ability to devise solutions to administrative problems.
• Ability to develop, evaluate, and interpret administrative policies and procedures.
• Ability to supervise the work of others.

Nice To Haves

• Current employment experience with DFPS Records Management Group is preferred.
• Three consecutive years of experience in a supervisory role or two years in a team lead role is preferred but not required.

Responsibilities

• Supervises the work of assigned program staff and provides training and technical assistance in the program area.
• Provides the day-to-day frontline supervision of records management staff who ensure classification, storage, access, and retrieval of agency records and information.
• Manages assignments ensuring workloads are appropriately distributed and prioritized to meet critical deadlines.
• Performs human resources duties of supervising staff, including hiring, coaching, evaluating performance, disciplinary actions, and approving time/leave and travel, etc.
• Prepares, reviews, and evaluates reports on the effectiveness of program activities.
• Stays current on federal and state records and information management law and applicable rules and agency policy and procedures.
• Perform quality assurance duties including monitoring, inspecting, and proposing measures to correct or improve final products and process compliance in order to meet established quality standards.
• Utilizes technological tools (e.g. Excel, Word, PowerPoint & Salesforce) to prepare reports.
• Prepares or oversees the preparation of training and operational manuals and educational and marketing materials.
• Develops and presents records and information management education programs for agency staff and provides consultative services on records and information management activities and inquiries.
• Develop a schedule to assess training needs.
• Conceptualize training materials based on data and research.
• Confers with staff on program issues and problems to identify and implement solutions.
• Utilize a variety of disciplines, such as project management and process improvement, to help employees accept and implement organizational change.
• Analysis and evaluation of programs and the development of effective solutions.
• Serve as a resource for organizational leadership to help their personnel through changes.
• Develops and recommends program guidelines, procedures, and policies; and monitors compliance with policies and procedures.
• Analyze the effectiveness of documentation and recommend improvement opportunities to management.
• Coordinates and/or participates in the development of program goals and objectives.
• May prepare and conduct seminars and presentations about records management and related subjects for citizens, clients, staff, management, or elected officials.
• Prepares and reviews program budget requests.
• Gathers input from staff on budgetary needs and evaluates requests, including alternative means to achieve desired outcome.
• Prepares and submits budget request, as warranted, with required justification to upper management for consideration.
• Plans, implements, coordinates, monitors, and evaluates programs, which may include multiple programs.
• Develops plans for new programs and to improve existing programs.
• Implements approved program plans for the full life-cycle from inception to completion and/or renewal.
• Conducts ongoing monitoring of programs to ensure goals and objectives are maintained.
• Escalates to upper management any significant alteration of the program’s planned activities.
• Coordinates and/or conducts special investigations, program analyses, and research studies; and recommends improvements.
• In-depth review of programs and other special assignments as required in order to maintain unit operations.
• Assists in developing techniques for evaluating programs.
• Researches mechanisms used to conduct thorough program evaluations.
• Performs related work as assigned.
• Promotes and demonstrates appropriate respect for cultural diversity among coworkers and all work-related contacts.
• Attends work on a regular and predictable schedule in accordance with agency leave policy.

Benefits

• 100% paid health insurance for you, and 50% paid for eligible family members
• Retirement plans with lifetime monthly payments after five years of state service
• Options to save even more with 401(k) and 457 plans
• Paid vacation, holidays, and sick leave
• Optional dental, vision, and life insurance
• Flexible spending accounts for added tax savings on health and dependent care
• Employee discounts on things like gym memberships, electronics, and entertainment
• Public Service Loan Forgiveness

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED