Program Supervisor III- Records Management Group

TX-HHSC-DSHS-DFPS • Austin, TX

3d • $4,263 - $6,779 • Hybrid

About The Position

The Program Supervisor III 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).

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, 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