Records Specialist IV

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

Performs highly complex (senior level) consultative and technical assistance work in support of the HHSC Civil Rights Office (CRO) records management program. Plans, develops, and implements the Records Management Program for the CRO. Documents data and records management standards, processes, and procedures. Coordinates and monitors performance reports, conducts reviews and determines compliance with data and records management requirements and policies. Coordinates retention and destruction of CRO records according to agency policy. Identifies, researches, analyzes, and reconciles data and records discrepancies and omissions to ensure accurate data and case information. Inputs accurate case information/data into the HHS Enterprise Administrative Report Tracking System (HEART) and other internal electronic tracking and collection systems. Coordinates with CRO staff to perform initial and final processing of CRO tasks and other civil rights activities. Provides consultative and technical assistance to CRO staff, Health and Human Services (HHS) and Department of Family and Protective Services (DFPS) employees, government and external agencies, clients and the general public by interpreting policies, procedures, rules and regulations related to records management. Works under limited supervision with moderate latitude for the use of initiative and independent judgment. Other duties and special projects as assigned to support the mission of the CRO.

Essential Job Functions

EJF 1: Plans, develops, implements, and documents data and records management standards, processes, and procedures in accordance with CRO objectives and goals and HHSC policy. Conducts research and evaluation of records management functions, operations, and special projects to determine trends, identify areas needing change, and resolve technical problems. Makes recommendations for program changes to streamline and improve internal processes/procedures, forms, templates, training tools used by CRO staff to produce a more effective program. (20%) 

EJF 2:  Coordinates and monitors complex performance reports, conducts reviews, and determines compliance with data and records management requirements, policies, and procedure. Conducts data verification and file/record maintenance review activities. Reconciles case data and case file discrepancies and omissions to meet data integrity principles and records management requirements. Serves as a resource to CRO staff by explaining data and records management guidelines, requirements, processes, and procedures, either verbally or in writing. (20%)

EJF 3:  Coordinates collection, organization, analysis, and preparation of records, materials, and administrative or ad hoc reports as requested by CRO staff and HHS and DFPS partners in order to conduct investigations, respond to complaints, charges, accommodation requests, open records requests, litigation, or other inquiries. (20%)

EJF 4:  Coordinates with CRO managers, subject matter experts, administrative and investigative staff to collect, review, organize, and maintain confidential or sensitive investigation case files and other civil rights activity records. Adheres to the HHSC Retention Schedule by coordinating the retention and destruction of paper and/or electronic records created and maintained by the CRO. (10%)

EJF 5:  Creates case records in HEART for CRO activities as needed. Reviews and analyzes complaint, charge, request, and/or assignment details, summary narratives, and closure documents and accurately interprets and inputs information into HEART for the case record. Researches, gathers, and accurately inputs related employee, demographic, and job data from CAPPS and other sources into HEART case record. Processes case closures in HEART and tracking systems. Maintains additional tracking systems to log and monitor case activities and timeframes. (10%)

EJF 6:  Performs comprehensive reviews in initial processing of new discrimination or administrative complaints, charges, and accommodation requests and other confidential or sensitive civil rights activities when submitted to or initiated by the CRO for HHS and DFPS employees, clients, and customers by coordinating with CRO managers, subject matter experts, and administrative staff to review, assign, and route new cases to assigned investigators; and preparing initial correspondence, notices, monitoring checklists, case history reports, and other case file documents. (10%)

EJF 7:  Serves as a liaison, provides advice, counsel, and technical assistance to HHS and DFPS employees, government and external agencies, clients, and the general public, verbally or in writing. Provides information on civil rights program standards, laws, and regulations. Provides information on CRO records management program and interprets related policies, procedures, rules, regulations. (10%) 

Registrations, Licensure Requirements or Certifications

None.

Knowledge, Skills and Abilities

Knowledge of civil rights/federal and state civil rights guidelines, statutes and regulations, and public administration and management and leadership techniques. Knowledge of records management laws, regulations, rules, policies and procedures. Knowledge of the design, implementation, and management of records and information management programs. Knowledge of techniques used for collecting, gathering, and reconciling data. Knowledge of research, statistical analysis, and training techniques.

Skill in use of personal computer especially database, spreadsheet, and word processing. Skill in interpreting and applying rules, regulations, policies, and procedures. Skill in interpreting and evaluating complex information and providing appropriate referrals. Strong organizational and attention to detail skills. Skill in multi-tasking. Skill in listening and accurately recording information. Skill in reviewing technical data and providing technical reports. Skill in developing and evaluating policies and procedures.

Ability to develop and maintain effective working relationships with other staff, departments, agencies, organizations, and the public. Ability to read, research, understand and interpret information. Ability to gather, assemble, correlate, and analyze facts to devise solutions to problems. Ability plan and organize workload. Ability to communicate verbally and in writing. Ability to take initiative when dealing with time sensitive assignments.

Initial Screening Criteria

Graduation from an accredited four-year college or university is generally preferred.

Two years of work experience in records management; preparing, collecting, reviewing, organizing, storing, retrieving, protecting, maintaining, and conducting final disposition of records for a team, program, department, or agency/organization.

Two years of experience performing data entry into databases, spreadsheets, or other electronic tracking systems.

Two years of experience in reconciling errors, discrepancies, and omissions in case records and information.

One year of experience in responding to requests for confidential records and information.

Additional Information

Applicants selected for interview will be required to complete a written assessment. 

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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.