Records Management Director

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage.

Brief Job Description:

The Records Management Director is responsible for agency-wide records and information governance strategy, providing visionary leadership, oversight, and coordination of all records management for the Health and Human Services Commission (HHSC) and the Department of State Health Services (DSHS). This position ensures compliance with state and federal records retention laws, promotes operational efficiencies, and supports transparency and accountability. It oversees policies, procedures, systems, and compliance initiatives to ensure that all agency records—physical and electronic—are managed effectively, securely, and in accordance with applicable laws and best practices. The director collaborates with agency leadership, legal counsel, IT, and program areas to safeguard agency records throughout their lifecycle.

Performs senior-level managerial work, providing direction and guidance. Work involves establishing the strategic plan, goals, and objectives for the creation, maintenance, storage, appraisal, and disposition of state records at HHSC and DSHS. Develops policies in conjunction with Information Technology (IT), Information Security (IS), Legal Services, executive management, and program leadership and subject matter experts. Responsible for reviewing guidelines, procedures, rules, and regulations, including collaboration with the Texas State Library and Archives Commission to develop rules for records and information management across state government in Texas. Establishes priorities, standards, and measurement tools for determining progress in meeting goals related to decreasing cost, improving efficiency in the use of physical and electronic resources, and maintains compliance with state and federal laws. Coordinates and evaluates program activities; and reviews and approves budgets related to records storage and secure destruction. Plans, assigns, and supervises the work of others.

Works under minimal supervision with extensive latitude for initiative and independent judgment.

Essential Job Functions (EJFs):

(25%) Serves as the Director of Records Management for HHSC and DSHS. Establishes the strategic plan, goals, and objectives for the creation, maintenance, storage, appraisal, and disposition of state records at HHSC and DSHS. Creates, reviews, and approves reports and presentations to executive management on the productivity and priorities of the HHS Records Management program. Reviews the results of research and data analysis to provide direction and guidance to records management staff and stakeholders. Reviews proposed legislation for impact on agency records management and related functions. Stays informed about changes in laws, regulations, and industry standards that may impact the organization. Ensures that compliance practices are updated to reflect regulatory changes. Collaborates with the Texas State Library and Archives Commission to develop records and information management rules across state government in Texas. Represents the HHS System on the State Agency Coordinating Committee’s Records Management Subcommittee.

(25%) Provides direction, guidance, and assistance to the HHS System in managing state records. Develops records retention schedules in conjunction with program areas and stakeholders. Develops policies with IT, IS, Legal Services, Procurement and Contracting Services, executive management, program leadership, program record coordinators, and subject matter experts. Reviews guidelines, procedures, rules, and regulations at the agency and program level for compliance with state and federal law and records management best practices. Develops and offers training for HHS employees on records management policies, procedures, and best practices.

(30%) Establishes priorities, standards, and measurement tools for determining progress in meeting the goals of the HHS Records Management program in support of the HHS System strategic plan and priorities. Plans, develops, implements, coordinates, monitors, and evaluates program activities and training related to decreasing cost and improving efficiency in the use of physical and electronic resources, and achieving compliance with state and federal laws. Conducts and monitors compliance of HHS policies, procedures, and activities with state and federal law. Plans, executes, and reports on compliance audits across various departments and functions. Evaluates the effectiveness of internal controls and compliance with applicable laws, regulations, and policies. Identifies areas of non-compliance and recommends corrective action. Prepares compliance reports of any risks and vulnerabilities of risk assessments. Identifies the need to revise policies and procedures due to changing technology, legislation, priorities, program organization, and interdependencies.

(15%) Plans, assigns, and supervises the work of ten full-time staff in the HHS Records Management Office. Plans, develops, and approves schedules, priorities, and standards for achieving goals. Manages all personnel activities, including hiring, performance management, disciplinary actions, and time and leave management.

(5%) Monitors department budget of $1.2 million for records storage and secure destruction services.

Knowledge, Skills and Abilities (KSAs):

Knowledge of:

●      State and federal records management programs for HHSC and DSHS, including policies, procedures, training, and governance.

●      Records management statutes and rules, including state retention schedules, Texas Public Information Act, and federal regulations such as HIPAA, and other compliance frameworks.

●      Texas State Library and Archives Commission rules and relevant federal, state, and local laws as they pertain to records and information management, confidential information, public information, and information security.

●      Lifecycle management of physical and electronic records, including classification, retention, retrieval, compliance requirements, and secure disposition.

●      Advising executive leadership and aligning records strategy with organizational goals.

●      Risk assessment and mitigation related to records and information systems.

●      Trends, innovations, and best practices in records and information governance, including AI tools, automation, and cloud-based systems.

●      Technological solutions, systems, digital archiving, digitization strategies, and data governance and metadata management.

Skill in:

●      Leading, developing, and mentoring records management teams; fostering a culture of accountability, collaboration, transparency, and high performance.

●      Developing, implementing, and improving records retention schedules in collaboration with program areas, legal teams, and executive leadership.

●      Designing and implementing strategic plans aligned with organizational goals, including setting measurable objectives, and tracking progress.

●      Policy development, audit compliance preparedness, regulatory compliance, and staff training across a distributed workforce.

●      Writing and presenting executive-level reports, metrics, and dashboards to inform leadership and support data-driven decisions.

●      Communicating clearly and openly across all levels of the organization, promoting openness and measurable impact.

●      Exceptional analytical and problem-solving skills, particularly with large-scale or complex record systems.

●      Demonstrated commitment to transparency in decision-making, communication, and information governance. Fostering trust and accountability within the team and agency.

●      Driving continuous improvement through proactive risk management, strategic insights, and innovative records solutions.

●      Strong interpersonal and collaborative skills, including influencing others without direct authority.

●      Change management and stakeholder communication, navigating complex organizational environments.

●      Implementing and optimizing electronic records systems.

Ability to:

●      Lead Cross-Functional Collaboration: Work collaboratively across divisions and implement change and align with agencywide strategies in a complex organization.

●      Strategic Program Oversight: Develop and direct program goals, objectives, and initiatives to support the organizational strategy.

●      Plan, assign, and supervise the work of staff while fostering a collaborative and high-performing team environment.

●      Deliver formal and informal training to agency staff and leadership to ensure records management best practices.

●      Think strategically and effectively manage complex projects with a focus on continuous improvement.

●      Identify problems, assess alternatives, and implement effective solutions.

●      Lead workgroups to consensus decision-making.

●      Effectively convey ideas, expectations, and updates at all organizational levels.

●      Conduct internal compliance audits aligned with state and federal records management policies.

●      Evaluate laws and regulations for operational and fiscal impact on records.

●      Work independently and as part of a team.

●      Handle confidential and sensitive information with professionalism and discretion.

●      Manage budget, including staff and system-related resources.

●      Provide staff leadership, supervision, and professional development opportunities, including fostering collaboration across a large organization.

Registrations, Licensure Requirements or Certifications:

Preferred: Relevant professional certification (e.g., Certified Records Manager, Certified Information Professional, Information Governance Professional).

Initial Screening Criteria:

●      Bachelor’s degree in business administration, library/information sciences, records management, or related field. Relevant experience may be substituted for education on a year-for-year basis up to four years.

●      A minimum of ten years of progressively responsible experience in records or information management.

●      Five years of supervisory or leadership experience over records or information teams.

●      Experience in large, complex public sector or government organizations.

Additional Information:

N/A

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Active Duty, Military, Reservists, Guardsmen, and Veterans:

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.

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS 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.

Pre-Employment Checks and Work Eligibility:

Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.

HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form

Telework Disclaimer:

This position may be eligible for telework.  Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.