Records Manager

Position Description About Harris County Housing & Community Development: Harris County Housing & Community Development provides life-enhancing projects and programs to residents of Harris County. Our services include spurring community investment through the provision of homebuying programs, partnering with community members and housing developers to build diverse housing options that uplift communities and offer other assistance that support community building. Records Manager Overview: The Records Manager is responsible for evolving the current hard copy file management system into a primarily digital document management system by researching, completing missing data, scrubbing duplicates and consolidating multiple databases into one unified record management system. The Records Manager will assist in developing departments records and information management policies and practices, implementing, and directing records creation, the maintenance and disposition system all department records, training, and central file management functions relating to HCD records in both hard copy (paper) and electronic format. The Records Manager performs professional and administrative work in administering a records management program, identifying data points to gather, designing workflow, and evolving the current systems in place. The Records Manager handles day-to-day issues independently. Duties & Responsibilities:

• Participates in the development of new records systems and programs where these will affect records management, including digitizing records with the appropriate software or technology.
• Makes recommendations on procedures necessary to conduct the operations of the records management program.
• Plans and manages efforts to research, add missing data, and scrub duplicate data.
• Determine best method of consolidating fragmented databases, and implements plans with the assistance of IT division; suggests technical improvements in practices, procedures, develops and issues procedural/operating manuals for administering coordinated classification systems.
• Organizes and systematize the records maintenance process.
• Organizes inventory, directory, or index of all records including present use, stored, archived and destroyed files and administers records retention and disposal schedules
• Engaged in file maintenance activities including classifying and coding, processing, storing, retrieving, and preserving/archiving and destroying electronic and paper records.
• Assist in promulgating department wide guides for creating and maintaining digital file and physical maintenance structure.
• Creates and directs the training of records management personnel, develops orientation courses, and conducts records appreciation workshops
• Ensure staff maintains privacy and confidentiality by securing records
• Performs periodic audits to ensure policies and procedures are maintained. Interprets and implements the policies on records management.
• Participates in implementing records retention policy.
• Advises management on information management policies, guides staff and managers on how to develop uniform file practices and facilitates regular trainings on information management best practices.
• Collaborates with the files owners/managers in the review of the use of completed forms as records.
• Alert, request and provide recommendation to supervisor for approval for changes in policies and procedures.
• Provide periodic and ad hoc reports on status of records and other duties as assigned by Supervisor.
• Other duties as assigned.
• This Job Description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this position.
• Management may, at its discretion, assign, or reassign duties and responsibilities to this job at any time.

Harris County is an Equal Opportunity Employer https://hrrm.harriscountytx.gov/Pages/EqualEmploymentOpportunityPlan.aspx If you need special services or accommodations, please call (713) 274-5445 or email ADACoordinator@bmd.hctx.net. This position is subject to a criminal history check. Only relevant convictions will be considered and, even when considered, may not automatically disqualify the candidate.

Requirements Education:

• Bachelors Degree from an accredited college/university

Experience:

• Three (3) years of records management and/or project management experience

Licensure:

• Valid Drivers License (Texas upon hire)

Knowledge, Skills & Abilities:

• Demonstrated ability to lead and achieve operational objectives
• Solid understanding of records management, digitization, and file structure
• Exceptional listener, communicator, and collaborator (both written and verbal)
• Excellent strategic thinking and problem-solving skills
• Strong project management skills with the ability to prioritize and meet deadlines
• Proven record of success in developing and implementing new programs or initiatives
• Respect for confidentiality, security, and privacy
• Demonstrated ability to build trust with employees and leaders at all levels of an organization
• Data driven approach to decision making
• Ability to work independently and manage time appropriately
• Demonstrate discretion and good, sometimes independent, judgment

NOTE: Qualifying education, experience, knowledge, and skills must be documented on your job application. You may attach a resume to the application as supporting documentation but ONLY information stated on the application will be used for consideration. "See Resume" will not be accepted for qualifications.

Preferences

• Three (3) years of records management experience and three (3) years of supervisory experience.
• Advanced skills in excel spreadsheet and two (2) years experience such as Access, QuickBase or experience with SQL.
• Experience in government records management a plus

General Information Position Type, and Typical Hours of Work:

• Full-Time | Regular
• Monday - Friday | 8 a.m. - 5 p.m.

Work Environment:

• The job is performed in a professional office environment.
• This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Physical Demands:

• Sedentary work.
• Exerting up to 20 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
• Sedentary work involves sitting most of the time.
• Job is sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Employment may be contingent on passing a drug screen and meeting other standards. Due to a high volume of applications positions may close prior to the advertised closing date or at the discretion of the Hiring Department. BENEFITS Harris County offers a competitive benefits program, including comprehensive group health and related benefits plan as well as defined benefit retirement plan. The following list of benefits is offered only to employees in regular (full-time) positions:

• Medical Coverage
• Dental Coverage
• Vision Coverage
• Wellness Plan
• Life Insurance
• Long-term disability
• Employee Assistance Program
• Ten (10) days of vacation each year for the first five (5) years of service
  • Accrual rates increase based on years of service
• Eleven (11) County-observed holidays and one (1) floating holiday
• Professional development opportunities
• Dependent Care Reimbursement Plan
• Healthcare Reimbursement Account
• 457 Deferred Compensation Plan

The following benefits are also available to regular (full-time) employment and may be available to part-time employees:

• Retirement Pension (TCDRS)
• Flexible schedule (varies by department)
• Transportation Assistance (Metro RideSponsor Program)

In accordance with the Harris County Personnel Regulations, Group Health and related benefits are subject to amendment or discontinuance at any time. Commissioners Court reserves the right to make benefit modifications on the Countys behalf as needed. For plan details, visit the Harris County benefits website: https://benefitsathctx.com/