Records Management Supervisor

2 weeks ago

Austin, Texas, United States Texas Department of Aging & Disability Services Full time
Job Description:

Under the limited oversight of the Registration and Records Management Group Manager, this role involves planning, delegating, and supervising the Records Management Team.

The position entails routine managerial responsibilities overseeing daily operations and activities across various programs. The individual will supervise staff in the execution of Records Management and document imaging activities, possessing the authority to approve selected documents. The role includes developing guidelines, procedures, and regulations while monitoring adherence to policies and procedures for vital records processing. Additionally, the individual will oversee the collection of operational data and assess program requirements to formulate business needs and metrics.

Technical information and guidance will be provided to Department and Section staff, as well as external stakeholders statewide, regarding the processing and management of vital records.

The individual will also oversee the preparation, development, and review of legislation, representing the agency at meetings, hearings, trials, conferences, and seminars, or on boards, panels, and committees.

Essential Job Functions:
(45%) Plans, delegates, and supervises the work of others. Oversees staff in prioritizing and executing group activities. Establishes goals and objectives; develops and approves schedules and priority standards for achieving goals; and directs evaluation activities. Implements techniques for assessing program activities. Develops job descriptions and posting documents; participates in the hiring process and makes hiring decisions; conducts staff counseling and performance evaluations, and makes decisions regarding merit and administrative leave awards. Ensures staff are adequately trained to process incoming paper vital records (birth, death, fetal death, marriage, and suit). Develops and evaluates budget requests. Identifies areas needing change and makes recommendations to enhance operations. Provides technical guidance in the program area.

(25%) Manages staff activities in program areas. Plans, implements, coordinates, monitors, and evaluates the Records Management Team to ensure that vital records are received and processed in compliance with all applicable policies and procedures efficiently and cost-effectively. Develops methods, procedures, operating instructions, and training for activities within the scope of vital registration. Identifies and assesses program operations and procedures, offering suggestions and recommendations to Group, Branch Managers, and Unit Director for necessary revisions and/or modifications. Develops guidelines, procedures, and regulations while monitoring 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 stakeholders statewide, regarding the submission, processing, and management of paper vital records and electronic images. Serves as the primary liaison for city/county government officials, hospitals, and funeral home personnel for information on statutory requirements and administrative instructions in the preparation and registration of vital records. Oversees the preparation, development, and review of legislation. Represents the agency at meetings, hearings, trials, conferences, and seminars, or on boards, panels, and committees.

(5%) Develops written reports, formal procedures, and manuals for current and proposed organizational functions.
(5%) Other duties as assigned.

Knowledge Skills Abilities:
Extensive knowledge of Texas Vital Statistics Statutes, Rules, and Regulations. Comprehensive understanding of DSHS and Unit policies, procedures, and functions.
In-depth knowledge of personnel administration, training methodologies, and modern office practices.
Excellent telephone skills. Strong interpersonal skills and effective problem-solving abilities.
Proficiency in the use of microcomputers and software programs for word processing, spreadsheets, database management, and graphics.
Skill in preparing and analyzing complex performance reports and effective writing capabilities.
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 resolve work-related issues.
Ability to develop long-term plans and measure the achievement of established goals.
Ability to work independently and exercise sound judgment.

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