Records Management Officer - Texas State Library & Archives Commission - Austin,

Overview

Records Management Officer -- Texas State Library & Archives Commission -- Austin, TX

Position Title: Records Management Officer

Working Hours: M-F 8-5

Salary Group: B-21

Classification No. 1574 - Program Specialist V

TSLAC is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age or disability in employment or in the provision of services, programs, or activities. For job opening inquiries or to request a reasonable accommodation under the Americans with Disabilities Act please contact the TSLAC Human Resources office by calling 512-463-5474. Applications submitted to TSLAC may be subject to public disclosure, upon request, pursuant to the Texas Public Information Act

Veterans, Reservist or Guardsmen with an MOS or additional duties that fall in the fields (No MOS) pertaining to the minimum experience requirements may meet the minimum qualifications for this position and are highly encouraged to apply. Please call Human Resources at (512) 463-6564 with questions or for additional information.

Responsibilities

Performs advanced (senior-level) records and information management work and provides consultative services and assistance work requiring specialized knowledge of the agency’s records management program, information systems, and data classifications. Serves as the Records Management Officer and designs, evaluates, reviews and implements the records management and information governance programs for TSLAC in consultation with the Director and State Librarian. Works closely with the Office of General Counsel and Information Technology Services on data classification, data management, privacy, and reporting. Works closely with division staff to provide consulting and agencywide records management training. Works under limited supervision with considerable latitude for the use of initiative and independent judgment.

The successful candidate will manage the agency’s records management program, support cross-divisional work in managing the agency’s data assets, support the work of information governance and data management, and be proactive in identifying and addressing information management needs and supporting cross-divisional work to support continued excellence in administration of the agency’s information assets.

• Develops program policies, standards, and manuals and provides assistance to staff in the application of records management policies and procedures.
• Develops and conducts records management training for agency staff.
• Identifies emerging areas of information governance activities to improve agency operations and collaborates with staff, taking initiative to implement approved procedures and processes, and supporting the work of related agency workgroups.
• Coordinates with agency leadership on development and implementation of disaster recovery and business continuity plans.
• Reviews the effectiveness of the agency’s record keeping practices, information sharing processes, and records management systems and proposes and implements recommendations for improvement.
• Prepares administrative reports, participates in cross divisional projects, and supports ITS work related to the agency’s records and data, including collaborating with the Data Management Officer to implement state requirements for data management.
• Serve as the agency’s Privacy Officer, working under the direction of the Office of General Counsel and Data Management Officer.
• Attends work regularly and in accordance with agency leave and attendance policies.
• Complies with agency policies and procedures, including safety and standards of conduct.
• Other duties as assigned.

Minimum Qualifications

Bachelor’s degree from an accredited college or university. Substitution: relevant professional-level experience in records management may be substituted for the bachelor’s degree on a year-for-year basis up to four years. Three years’ full-time experience performing professional records management tasks for an entity and/or providing records management consulting services.

Preferred Qualifications

• Masters Degree in Library and Information Studies or related field.
• Professional certification in the field of information and records management, such as CRM, CA, IGP, CIPP, CDPO.
• Experience in developing and conducting training courses.
• Experience conducting records inventories.
• Experience developing or amending retention schedules.
• Experience with state or local government records management programs.
• Experience using Microsoft 365 productivity software, collaboration, and cloud-based services applications.
• Experience uploading or maintaining large digital data sets on a server or in cloud services.
• Experience implementing processes for ingesting, managing, or dispositioning electronic records.
• Experience in reviewing and applying controls over confidential and sensitive data.
• Experience with data classification.
• Experience in identifying and developing emerging areas of records and information management activities that support overall institutional advancement.

Knowledge, Skills and Abilities

• Knowledge of best practices for ingesting, managing, or dispositioning electronic records.
• Knowledge of federal laws, Texas statutes, and regulations affecting records management and information governance.
• Ability to communicate and work effectively with staff.
• Ability to speak English and write well organized and grammatically correct documents and reports.
• Ability to sustain work related standards without close supervision.
• Ability to understand state statutes and apply requirements to agency guidelines, policies and procedures.
• Ability to analyze data and data systems to formulate conclusions, and to write reports.

Environmental/Physical Conditions

Normal office work environment and may have exposure to dust and environmental allergens consistent with normal business activities and human contact. Mostly sedentary in nature but may involve moving; standing; pulling and pushing kneeling, stooping and bending; performing tasks requiring fine motor skill and coordination to safely move items weighing up to 30 pounds. Must be able to work extended periods at a computer. May require working extended hours and some evenings and weekends as needed. Normal cognitive abilities including the ability to learn, recall and apply certain practices and policies and interpret data. Travel, some overnight, will be required to speak publicly and attend meetings.

Other Requirements

• Complete college transcripts
• Writing samples such as manuals or reports submitted at the time of application.
• May be required to make a 15-minute instructional presentation on a subject, topic will be provided.
• Successful applicant must pass criminal history check.

Reporting Relationships

Reports to the Director and State Librarian. No supervisory responsibilities.