Records Management Program Specialist

WHY WORK FOR DFPS?

The Texas Department of Family and Protective Services (DFPS) is responsible for protecting the unprotected — children, elderly, and people with disabilities — from abuse, neglect, and exploitation. DFPS accomplishes this responsibility by employing over 12,000 workers who live up to the agency's Mission, Vision, & Values in service to the citizens of Texas. DFPS is not only a qualifying organization for the Public Service Loan Forgiveness Program but also offers excellent health benefits, special discounts on many products and services through the Discount Purchase Program, longevity pay, generous paid leave, access to the Wellness program, lifetime retirement annuity, Texa$aver 401(k) and 457 Programs under the Employees Retirement System of Texas.

Functional Title: Records Management Program Specialist 
Job Title: RMG Prog Spec III 
Agency: Dept of Family & Protectve Svc 
Department: Records Management 
Posting Number: 8512 
Closing Date: 10/17/2025 
Posting Audience: Internal and External 
Occupational Category: Office and Administrative Support 
Salary Group: TEXAS-B-19 
Salary Range: $4,020.33 - $6,335.66 
Pay Frequency: Monthly
Shift: Day 
Additional Shift: Days (First) 
Telework: Eligible for Telework 
Travel: Up to 15% 
Regular/Temporary: Regular 
Full Time/Part Time: Full time 
FLSA Exempt/Non-Exempt: Nonexempt 
Facility Location:  
Job Location City: SAN ANTONIO 
Job Location Address: 3635 SE MILITARY DR 
Other Locations: Austin 
MOS Codes: No direct military equivalent. 
 
 
 

Job Description:

The Records Management Group (RMG) protects, provides, and preserves the physical and electronic records of the Texas Department of Family and Protective Services (DFPS). The RMG Program Specialist provides procedural and special project support to RMG’s internal and external customers. This position has a wide range of responsibilities and duties aimed at helping to accomplish the mission and vision of RMG, including:

• Developing and implementing records management policies and procedures, including change communication and training;
• Maintaining and effectively regulating the approved Records Retention Schedule through collaboration with DFPS programs and divisions;
• Interfacing with other support services (e.g. Program Support, Budget, Information Technology, Legal, etc.);
• Ensuring RMG delivers quality work products and remains accountable and transparent; and
• Working on special projects pertaining to records and information management, and fulfilling other duties as required by the manager.

RMG Program Specialists serve as records and information management subject matter experts and require knowledge of local, state, and federal laws related to records and information management, including the Texas Public Information Act (Open Records). RMG Program Specialists are also knowledgeable in public administration processes, project management, procedural writing, and program planning techniques.

This position performs complex (journey-level) consultative services and technical assistance work.

Essential Job Functions:

• Draft and review records and information management policies, processes, and procedures. Work involves maintaining policy handbooks and procedural manuals and ensuring content is accurate and accessible.
• Initiate, plan, manage, and complete short- and long-term projects and assignments designed to enhance the function and efficiency of RMG and DFPS.
• Create and provide reports and presentations on the status of projects and assignments as directed.
• Provide project management and technical assistance on records and information management efforts and issues to staff, governmental agencies, community organizations, and the general public.
• Analyze department records and research legal, technical, and policy issues related to records and information management.
• Assist with developing, recommending, and updating records retention policies. Work involves conducting reviews of agency records to determine compliance with laws, regulations, policies, and procedures; recommending records retention periods that comply with state guidelines.
• Assist in developing and recommending policies and procedures related to records and information management. Work involves interpreting federal, state, and agency regulations, policies, and procedures.
• Assist in managing digital imaging projects. Work involves providing technical assistance to RMG and DFPS staff, and conducting digital records reviews to determine compliance with laws, regulations, standards, policies, and procedures.
• Assist in training agency staff and contractors on records and information management policies, processes, and procedures. Work involves meeting with staff for training and consultation regarding department or client records.
• Assist with reviewing and analyzing proposed legislation pertaining to records and information management or other topics relevant to RMG or DFPS.
• Perform other duties as assigned required to maintain department operations.
• Attend work regularly in accordance with DFPS policy.

Knowledge Skills Abilities:

Knowledge of...

• foundational records and information management theory and practice.
• records and information management laws, regulations, rules, and policies.
• concepts of information governance of various phases of records and information management and best practices.
• electronic records management processes and digital preservation techniques.
• digital imaging standards, policies, and procedures.
• 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.
• using a computer and all standard office equipment.
• using Microsoft 365 software, including SharePoint, Teams, and Microsoft Office (e.g. Excel, Word, PowerPoint, etc.); Knowledge of Microsoft Purview/Compliance Center and Microsoft Project/Planner is preferred, but not required.
• using SweetProcess or other procedure management software.
• developing, evaluating, and interpreting administrative policies, procedures, and regulations.
• building and maintaining effective working relationships.
• planning and prioritizing work activities.
• identifying measures or indicators of program and staff performance.

Ability to...

• gather, assemble, correlate, and analyze facts.
• establish goals and objectives.
• devise solutions to administrative problems.

Registration or Licensure Requirements:

No specific license, certification, or registration is required to perform this job.

Initial Selection Criteria:

• Graduation from an accredited four-year college or university or associate’s degree with 3+ years of full-time records and information management or state government experience.
• At least one year of DFPS Records Management Group (RMG) employment experience is required. Current RMG employment is preferred but not required.

Additional Information:

• This position may be eligible for telework. Periodic in-office days will be required as needed for staff meetings or to fulfill job responsibilities.
• This position will be required to travel for trainings and all-staff meetings. Additional travel may be required for special projects as RMG supports agency staff across the state of Texas.
• Preferred Location is Austin.

Review our Tips for Success when applying for jobs at DFPS, DSHS and HHSC.

Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions. You may also contact the DFPS Military Liaison at dfpsmilvets@dfps.texas.gov with additional questions.

Applicants selected for hire must pass a background check and if applicable a driver’s record check.

State of Texas employees are required to maintain the security and integrity of critical infrastructure as defined in Section 117.001(2), State of Texas Business and Commerce Code. Applicants selected for hire comply with this code by completing related training and abiding by agency cybersecurity and communications system usage policies.

As a state agency, DFPS is required by 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. 

DFPS uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Employees must provide documentation to DFPS to show their identity and authorization to work in the US. Please review the following link for authorized documents: https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents .

In compliance with the Americans with Disabilities Act (ADA), HHS/DFPS 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/DFPS 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.