Records Specialist I

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Functional Title: Records Specialist I 
Job Title: Program Specialist I 
Agency: Health & Human Services Comm 
Department: CIVIL RIGHTS 
Posting Number: 8593 
Closing Date: 09/10/2025 
Posting Audience: Internal and External 
Occupational Category: Office and Administrative Support 
Salary Group: TEXAS-B-17 
Salary Range: $3,581.33 - $4,476.83 
Pay Frequency: Monthly
Shift: Day 
Additional Shift:  
Telework:  
Travel: Up to 10% 
Regular/Temporary: Regular 
Full Time/Part Time: Full time 
FLSA Exempt/Non-Exempt: Nonexempt 
Facility Location:  
Job Location City: GRAND PRAIRIE 
Job Location Address: 801 S STATE HIGHWAY 161 
Other Locations: Austin; Edinburg; Grand Prairie; Houston; San Antonio 
MOS Codes: 16GX,60C0,611X,612X,63G0,641X,712X,86M0,86P0,88A0,88B0,8U000,OS,OSS,PERS,YN,YNS 
 
 
 

Brief Job Description

The Records Specialist I coordinates and performs duties associated with the Civil Rights Program for the Health and Human Services System. Assists with planning, developing, and implementing the Civil Rights Office (CRO) Program and/or providing technical assistance to Civil Rights staff, especially in the areas of records management and data maintenance systems for the CRO. May provide technical assistance to compliance agencies, CRO staff, employees, clients, and the general public regarding federal and state laws, regulations, and the agency’s policies, programs, and procedures relating to civil rights or referral to appropriate programs and processes. Gathers information, facts, issues, and concerns for CRO activities. Researches and gathers information relating to complaints, charges, reasonable accommodation requests, etc., enters the same into electronic database or record-keeping system, and manages related case records and filing systems. Works with staff to reconcile discrepancies in data systems and case records. Monitors compliance with CRO policies and procedures relating to records management and data maintenance. Assists with preparation and coordination of responses to internal and external civil rights inquiries and complaints. Provides technical and administrative support to Civil Rights Specialists and other professional staff. Works under moderate supervision with limited latitude for the use of initiative and independent judgment. Other duties as assigned to support the mission of the Civil Rights Program.

Essential Job Functions

EJF 1: Receive and review employment and service-related discrimination complaints, externally filed charges/complaints, reasonable accommodation requests, inquiries etc. and conduct initial case processing, including review, interpretation, and assessment of complaint/request documents and summary narratives; research and collection of confidential or sensitive data; accurate data entry into the HHS Enterprise Administrative Report Tracking System (HEART); creation of initial case documents and shared electronic case file; and assignment of cases for further processing. (30%)

EJF 2:  Process case updates, analyze and interpret closure documents, process closure requests in HEART, collect confidential or sensitive closed electronic case files, and perform records reviews and reconciliation activities to meet data accuracy and file organization and records management standards. (25%)

EJF 3:  Receive, analyze, and process requests for records, data, or other information as requested by Civil Rights Office staff, agency leadership, Office of Chief Counsel staff, etc. for use in investigative activities, disability determinations, responses to external compliance agencies, personnel decisions, grievances, lawsuits, etc. (15%)

EJF 4:  Provide guidance, technical assistance, and training to CRO staff related to records management standards and shared electronic case file processes. (10%)

EJF 5:  Participate in the retention and final disposition of confidential or sensitive CRO records in accordance with HHSC Records Management policies and procedures, including the agency Records Retention Schedule. (10%)

EJF 6:  Provide technical assistance to HHS and DFPS employees and the public, pertaining to policies, programs, and procedures related to civil rights. (5%)

EJF 7:  Assist the Records Manager in the planning, development, and implementation of records management processes and procedures to improve or streamline processes, procedures, forms, templates, tools, and other job aides used by CRO staff and in support of the mission of the Civil Rights Program. (5%)

Knowledge, Skills and Abilities

Knowledge of filing systems, hard copy and electronic. Knowledge of civil rights policies, procedures, and programs.

Skill in gathering, correlating, and analyzing facts and information to devise solutions for maintaining records or to provide appropriate referrals. Skill in evaluating complex information. Skill in use of personal computer, word processing, spreadsheet, and databases. Skill in performing multiple tasks with competing priorities. Skill in interviewing and counseling individuals regarding processes. Skill in listening and accurately recording information. Skill in updating and maintaining electronic databases or tracking systems. Skill in reviewing technical data and providing technical reports. Skill in record keeping activities.

Ability to read, research, and understand policies, laws, and regulations. Ability to read, research, understand, and interpret information. Ability to handle confidential and sensitive information and documentation with tact and discretion. Ability to conduct high volume and accurate data entry on a regular basis. Ability to develop and maintain effective working relationships with other staff, departments, agencies, organizations, and the general public. Ability to plan and organize workload. Ability to communicate verbally and in writing.

Registrations, Licensure Requirements or Certifications:

None.

Initial Screening Criteria

Graduation from an accredited high school or GED.

One year of work experience working with confidential records and information.

One year of work experience in record keeping of electronic records.

One year of work experience performing high volume data entry into databases, spreadsheets, or other electronic tracking systems.

Experience using Microsoft applications including Word, Excel, Outlook, OneDrive, SharePoint, etc.

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.