Specialist, Records Management

Houston Community College•Houston, TX

2d•Onsite

About The Position

The Records Management Specialist is responsible for the creation, update and maintenance of the retention schedule program for Houston Community College. Conducts the research necessary to determine retention values, maintain and update record series categories, conducts inventories, coordinates with department staff and documents procedures used to create schedules. Assures that records destruction authorizations are processed in a timely and accurate manner. Maintains records management software and updates when necessary. Interfaces with custodians of records and records management coordinators to assure consistency and proper procedure implementation.

Requirements

High School Diploma or GED required
2 years’ experience in Records Management required
Valid Texas Driver License
MS Office Programs
Records Retention
Project Management

Nice To Haves

Associate’s degree preferred

Responsibilities

Work as subject matter expert on the electronic document and records management system; provide coordination and leadership to the data capturing and management systems.
Compile records management data and performs statistical analysis.
Sort and categorize department records into record series and research appropriate retention values of each series. Archive obsolete record citations and notify appropriate records personnel of changes.
Work closely with appropriate records personnel in the retention scheduling of information stored in all types of media (i.e., electronic, optical, microfilm and hardcopy files). Work with department personnel in initial stages of document evaluation; perform inventories. Create retention schedule drafts for departmental review.
Conduct research as necessary to determine retention values and maintain library of legal references from appropriate industry, state and federal agencies. Maintain tracking system for background information regarding citations and any changes to citations.
Support training activities/events of department personnel in using the retention program policies and procedures.
Perform periodic reviews of existing schedules in departments and establish timetables for completion of reviews. Prepare reports regarding findings and recommend improvements in retention inconsistencies observed during reviews.
Review recommendations regarding policy and procedural issues.
Compile Destruction Authorization Notices for distribution to user departments. Submit to Records Manager for signature and distribution to appropriate departments for destruction approval. Notify the Records Retention Manager when approval to destroy records has been received from the user department. Update Versatile Database when records destruction has been accomplished. Maintain signed Destruction Authorization Certificate file.
Conduct site visits and assess current records storage areas and make recommendations for improvement of records
Market the records management program to all departments and divisions of the institution through communication, publications and follow-up phone calls.
Create and maintain a database of records inventory, a manual of procedures for records management, and conduct staff training in the use of the database systems.
Issue monthly progress reports to the Director of Records Management
Perform other duties, tasks and assignments as required.