RIM Specialist I - Records Management

Harris Central Appraisal District•Houston, TX

14d

About The Position

Join an organization that values it's community and employees! The purpose of this entry level position is to perform functional administrative processes in support of the assigned division. The role supports the division responsibilities by processing and organizing data and maintaining records under processes that are typically pre-defined. The incumbent will demonstrate a basic knowledge of the district's policies and procedures and the department’s work processes. Some level of independent judgment is expected as well as a high level of professionalism, courtesy and patience. Most work will be performed under direct supervision. A commitment to customer service is expected as the incumbent will often be interfacing with other staff members. Closing Date: 12/30/2025 at 11:59 PM EDUCATION/POSITION SPECIFIC REQUIREMENTS & WORK EXPERIENCE EDUCATION REQUIREMENTS High School Diploma or equivalent required Bachelor’s Degree with major emphasis in business administration or a related field preferred or a combination of college and experience in related discipline. WORK EXPERIENCE 2 years of related work experience JOB RESPONSIBILITIES This information is intended to be descriptive of the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position. Position Specific Responsibilities RECORDS MANAGEMENT Assist with the coordination and monitoring of the district’s record center activities. Provide general guidance and support to divisions on records management activity and requirements. Support the review and reporting of service deliverables and performance based on the Service Level Agreement (SLA) including appropriate problem solving and continuous improvement activity. Learn to identify, classify, and analyze records to ensure proper storage and disposal according to HCAD policy and “Local Government Retention Schedule”. Ensure content within the Records Management Application (RMA) and Electronic Document and Records Management Solution (EDRMS) is appropriately maintained. Support quality control and quality improvement processes relating to the RMA and Records Management tasks. Learn to appropriately manage litigation holds activity for records as needed based on the Legal and Public Information Act (PIA) Process quarterly disposition authorization reports. Perform records research and analysis to determine the origin, classification, categorization, and identification of official records and to locate the appropriate records control schedule. Support the development and presentation of the Records Management training program for new hires and department Records Liaison Officers (RLO) from various divisions within the district office. Preserve permanent and essential records in accordance with the Essential Records Guide. Collect and review retention and disposition recommendations from users to update and create records control schedules. Support the administration and coordination of the disposal review process. Assist with active/inactive records maintenance, including indexing, storage, retrieval, shredding, and destruction in accordance with the RIM Governance Framework (Policy and Plans). Administer standard operating procedures, policies, and training guides regarding records management procedures as required. Advise divisions and departments on RIM requirements. Perform other duties as assigned POSITION QUALIFICATIONS & REQUIREMENTS KNOWLEDGE: HCAD policies and procedures Records management processes and regulations Development of RMA, EDRMS and RIM knowledge Windows operating system (i.e. Microsoft Suites) WORKING CONDITIONS Positions in this class typically require repetitive motions, sitting or standing for prolonged periods of time in an office setting. PHYSICAL & MENTAL REQUIREMENTS Positions in this class typically require repetitive motions, walking, talking and hearing. Must be able to sit or stand for extended periods of time with ability to reach, bend and move up/down on steps. Must be able to lift up to 50-pounds. The position requires considerable concentration, creativity and ability to manage time effectively. The position is subject to stress caused by a changing public environment, mandatory deadlines and heavy workload. Requires the ability to ask questions that will bring forth the information needed to make sound decisions. Equal Opportunity Employer The Harris Central Appraisal District is committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual’s sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, genetic information, veteran status, gender identity, or pregnancy. Due to the high volume of applications received, the Hiring Department will contact you directly, should you be selected to advance in our recruitment process.

Requirements

High School Diploma or equivalent required
2 years of related work experience
HCAD policies and procedures
Records management processes and regulations
Development of RMA, EDRMS and RIM knowledge
Windows operating system (i.e. Microsoft Suites)
Positions in this class typically require repetitive motions, walking, talking and hearing.
Must be able to sit or stand for extended periods of time with ability to reach, bend and move up/down on steps.
Must be able to lift up to 50-pounds.
The position requires considerable concentration, creativity and ability to manage time effectively.
The position is subject to stress caused by a changing public environment, mandatory deadlines and heavy workload.
Requires the ability to ask questions that will bring forth the information needed to make sound decisions.

Nice To Haves

Bachelor’s Degree with major emphasis in business administration or a related field preferred or a combination of college and experience in related discipline.

Responsibilities

Assist with the coordination and monitoring of the district’s record center activities.
Provide general guidance and support to divisions on records management activity and requirements.
Support the review and reporting of service deliverables and performance based on the Service Level Agreement (SLA) including appropriate problem solving and continuous improvement activity.
Learn to identify, classify, and analyze records to ensure proper storage and disposal according to HCAD policy and “Local Government Retention Schedule”.
Ensure content within the Records Management Application (RMA) and Electronic Document and Records Management Solution (EDRMS) is appropriately maintained.
Support quality control and quality improvement processes relating to the RMA and Records Management tasks.
Learn to appropriately manage litigation holds activity for records as needed based on the Legal and Public Information Act (PIA)
Process quarterly disposition authorization reports.
Perform records research and analysis to determine the origin, classification, categorization, and identification of official records and to locate the appropriate records control schedule.
Support the development and presentation of the Records Management training program for new hires and department Records Liaison Officers (RLO) from various divisions within the district office.
Preserve permanent and essential records in accordance with the Essential Records Guide.
Collect and review retention and disposition recommendations from users to update and create records control schedules.
Support the administration and coordination of the disposal review process.
Assist with active/inactive records maintenance, including indexing, storage, retrieval, shredding, and destruction in accordance with the RIM Governance Framework (Policy and Plans).
Administer standard operating procedures, policies, and training guides regarding records management procedures as required.
Advise divisions and departments on RIM requirements.
Perform other duties as assigned