Records Management Manager

3 months ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
Works under limited supervision of the Registration and Records Management Group Manager, plans, assigns and supervises Records Management Team. Performs routine managerial work overseeing the daily operations and activities across multiple programs. Supervises staff in the implementation of Records Management and document imaging Team activities with authority to approve selected documents. Develops guidelines, procedures, and rules and monitors compliance with policies and procedures for vital records processing. Oversee the compilation of operational data and determines program requirements to develop business requirements and measures. Provides technical information and guidance to Department and Section staff as well as external sources statewide in the processing and management of vital records. Oversees the preparation, development, review of legislation. Represents the agency at meetings, hearing, trails, conference, and seminars or on boards panels and committees. Essential Job Functions:
(45%) Plans, assigns, and supervises the work of others. Oversees staff in the prioritization and implementation of group activities. Establishes goals and objectives; develops and approves schedules and priorities standards for achieving goals; and directs evaluation activities. Develops and implements techniques for evaluating program activities. Develops job descriptions and posting documents; participates in the hiring process and makes hiring decisions; conducts staff counseling and performance evaluations, makes decisions regarding merit and administrative leave awards. Ensures staff is properly trained to process incoming paper vital records (birth, death, fetal death, marriage and suit). Develops and evaluates budget requests. Identifies areas of needed change and makes recommendations to improve operations. Provides technical guidance in the program area.

(25%) Manages activities of staff in program area(s). Plans, implements, coordinate, monitors, and evaluates the Records Management Team to ensure that vital records are received and processed in accordance with all applicable policies and procedures in an efficient and cost-effective manner. Develops methods, procedures, operating instructions and training for activities within the scope of vital registration. Identifies and evaluates program operations and procedures and offers suggestions and recommendations to Group, Branch Managers, and Unit Director for necessary revisions and/or modifications. Develops guidelines, procedures and rules and monitors compliance with policies and procedures for the Records Management Group.

(20%) Oversees special investigations and research studies. Provides consultative and technical information, assistance and guidance to Department and Unit staff as well as external sources statewide in the submission, processing and management of paper vital records and electronic images. Serves as primary liaison for city/county government officials, hospital, and funeral home personnel for information on statutory requirements and administrative instructions in the preparation and registration of vital records. Oversees the preparation, development, review of legislation. Represents the agency at meetings, hearings, trials, conferences, and seminars or on board’s, panels and committees.

(5%) Develops written reports, formal procedures and manuals for current and proposed organization functions.
(5%) Other duties as assigned. Knowledge Skills Abilities:
Extensive knowledge of Texas Vital Statistics Statutes, Rules and Regulations. Extensive knowledge of DSHS and Unit policies, procedures and functions.
Extensive knowledge of personnel administration, training methods and modern office practices.
Excellent telephone skills. Excellent interpersonal skills and effective problem-solving skills.
Skill in the use of microcomputers and word processing, spreadsheet, database management, and graphics software programs.
Skill in preparing and analyzing complex performance reports / effective writing skills.
Leadership skills are essential.
Ability to interpret public health laws, rules and regulations.
Ability to communicate clearly, both orally and in writing.
Ability to analyze and solve work problems.
Ability to develop long range plans and to measure achievement of established goals.
Ability to work independently and exercise sound judgment.

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