Information Management Coordinator

Job Description:

The Records Analyst III performs advanced (senior-level) records and information management work in DFPS’ Records Management Group (RMG) Division to protect, provide, and preserve the agency’s records. Work involves overseeing and designing, evaluating, reviewing, recommending, implementing, updating, and maintaining DFPS’ records and information management program. The position may supervise the work of others and works under limited supervision, with considerable latitude for the use of initiative and independent judgment. Essential Job Functions:

• Advises and assists agency staff on a variety of matters related to records and information management including the most complex and sensitive records.

o Collaborates with the record liaisons for purposes of training, recommendations for procedures and implementation in each business area.

o Verbal and written communication with internal and external customers on questions or concerns regarding records products and services, while also following agency guidance and observing any legal restrictions on information sharing.

• Coordinates, develops, and conducts records management training for agency staff and contractors.

o Develops and presents records and information management education programs for agency staff and contractors, including consultative services and technical assistance as required.

o Assess training needs and develop program and schedule to meet those needs.

o Conceptualize training materials based on data and research.

• Oversees the design and implementation of filing systems and filing procedures.

o Ensures the entry of data into records request tracking and inventory systems is accurate to facilitate retrieval, distribution, and disposition of agency records.

o Oversees staff properly analyzes, validates, and researches all requests for records, ensuring appropriate routing and timeliness. Assists as needed.

o Prepares, edits, and submits reports to management on work product.

• Develops, maintains, and implements an agency’s records retention schedule and oversees records disposition log(s) according to standard operating procedures.
• Coordinates and assists with responding to agency records requests with legal counsel and other employees, gathers appropriate records in accordance with the Public Information Act and other applicable laws, ensures appropriate redaction and release based on entitlement, and oversees cost estimates when applicable.

o Ensures responses to requests for governmental records is within the time period mandated by the Texas Public Information Act and other state statutes.

o Coordinates the gathering of the requested information within all divisions of DFPS and disseminates requests to appropriate departments.

o Redacts or reviews redaction in confidential records before releasing documents to entitled parties.

• Reviews the effectiveness of the agency’s record-keeping practices and records management systems and proposes recommendations for improvement.
• Oversees the classification, storage, access, and retrieval of agency records and information.

o Assists in the planning and coordination of agency-wide records and information management program, including records creation, retention, retrieval, maintenance, protection, storage, and disposition.

o Stays current on federal and state records and information management law and applicable rules and agency policy and procedures.

o Maintains proficiency in current technology applicable to records and information management and related technology.

• Coordinates the transfer of agency records to storage and the destruction of records that have met retention requirements.

o Ensures retention and other information is updated on records storage location.

o Oversees the transfer of records for archival review.

o Determination of a record’s destruction date based on based on the agency retention schedule.

o Ensures compliance with the transfer of records according to agency policy.

• Participates in the development and implementation of goals, objectives, policies, and priorities for the management of records.
• Identifies vital records and creates and maintains the agency’s vital records protection and disaster recovery plans.

o Assesses records following a disaster to determine necessary remediation efforts.

• Prepares administrative reports, studies, and specialized research projects.

o Evaluates staff performance based on data and program standards.

o Performs 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.

• May assist in developing and conducting surveys, inspections, or reviews to determine compliance with records management requirements, laws, regulations, policies, and procedures.
• May supervise the work of others.
• Performs related work as assigned.

o Promotes and demonstrates appropriate respect for cultural diversity among coworkers and all work-related contacts.

o Attends work on a regular and predictable schedule in accordance with agency leave policy

Knowledge Skills Abilities:

• 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.
• Skill in the use of a computer and applicable software (e.g. Microsoft Suite).
• Skill in planning and prioritizing work activities and delegating work assignments as needed.
• Skill in research activities in a fast-paced business environment.
• Skilled in developing reports and making presentations on work-related activities.
• Skill in establishing and maintaining effective working relationships with various levels of personnel in governmental entities and external customers.
• Ability to research, analyze, and evaluate data and information to formulate conclusions and communicate guidance verbally or in writing;
• Ability to apply standardized information management strategies and procedures to unusual and/or critical situations;
• Ability to follow and implement administrative procedures to maintain unit functions
• Ability to maintain confidentiality of any information obtained in the position;
• Ability to communicate effectively and timely with internal and external customers to manage issues and problems identified, problem-solve, and to recognize when to escalate a situation to upper management. Registration or Licensure Requirements:

None are required. Initial Selection Criteria:

• Graduation from high school or equivalent.
• Degree in library sciences, information sciences, records management, archives, or equivalent preferred but not required.
• Three years full-time experience in administrative support, general office, clerical, secretarial, or records management fields.
• One year of DFPS experience may be substituted for the three years experience in administrative support, general office, clerical, secretarial fields, or records management fields.

Additional Information:

Position is remote, but will require periodic in-office days for mandatory meetings, trainings, and conferences. Preferred location is Austin.

Position will report to Information Management Supervisor, and job duties will include projects, such as establishing a records liaison program. MOS Code:

Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to: 42A, YN, 0111, 3A1X1. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.

As a state agency, DFPS is required Texas Administrative Code (TAC 206 and 213) to ensure all Electronic

Information Resources (EIR} follow accessibility standards. The staff must be familiar with the WCAG 2.1 and Section 508 to create accessible content including but not limited to; Microsoft Office documents, Adobe PDFs, webpages, software, training guides, video, and audio files.

HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

I-9 Form – Click here to download the I-9 form.

In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

As a state agency, DFPS is required Texas Administrative Code (TAC 206 and 213) to ensure all Electronic Information Resources (EIR) follow accessibility standards. The staff must be familiar with the WCAG 2.1 AA and Section 508 to create accessible content including but not limited to; Microsoft Office documents, Adobe PDFs, webpages, software, training guides, video, and audio files.

HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

I-9 Form – Click here to download the I-9 form.

In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

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