Records Team Lead

Found in: Talent US 2 C2 - 1 week ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
Program Specialist IV, Records Lead

Under the supervision of the Civil Rights Records Manager, performs highly complex (senior level) consultative and technical assistance work in support of the HHSC Civil Rights Office (CRO) records management program. Serves in a team lead capacity, trains, makes assignments, prioritizes and monitors the work of others. Plans, develops, 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. Gathers, 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 internal electronic tracking 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: Serves as the Team Lead. Develops and conducts training for CRO staff on records management methods and procedures to include new or revised methods as needed. Makes assignments prioritizes and monitors the work of others.
EJF 2: 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 3: 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 in order 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 4: 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 5: 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 6: 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 7: 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 8: 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%)
Knowledge Skills 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 general 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.

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