HR Records Management Specialist II
Texas Health and Human Services, Austin, TX, United States
Date: Mar 24, 2026
Location: AUSTIN, TX
Explore more details on the Benefits of Working at HHS webpage.
Functional Title: HR Records Management Specialist II
Job Title: Human Resources Spclst II
Agency: Health & Human Services Comm
Department: HR STAFF
Posting Number: 15268
Closing Date: 04/07/2026
Posting Audience: Internal and External
Occupational Category: Office and Administrative Support
Salary Range: $3,793.41 - $3,800.00
Pay Frequency: Monthly
Salary Group: TEXAS-B-18
Shift: Day
Telework: Eligible for Telework
Travel: Regular
Full Time/Part Time: Full time
FLSA Exempt/Non-Exempt: Nonexempt
Job Location City: AUSTIN
Job Location Address: 4601 W GUADALUPE ST
Brief Job Description The Health and Human Services Commission is seeking a highly qualified candidate for the Human Resources II – Records Specialist position. Performs human resources records management and technical assistance work. Work involves assisting in the administration of a human resources records management program and ensuring compliance with state and federal employment laws, regulations, and policies. Assists in completion of special records management assignments. Maintains workload and program statistical reports. Works under general supervision with latitude for the use of initiative and independent judgment.
Essential Job Functions
Reviews incoming employment documents completed by newly hired employees and their supervisors for completeness and accuracy of information and for compliance with federal, state, and Health and Human Services (HHS) mandates, policies, and procedures. Utilizes a computerized database system to verify employee identification numbers, social security numbers, agency hire/rehire dates, state agency names, and other employment data. (15%).
Notates which required documents have been received in the electronic Records Management System (RMS) database. Notifies supervisors of missing, incomplete, or incorrect New Hire documents. Monitors due dates to ensure missing or corrected documents are received. (10%).
Inputs I-9 data into the E-Verify system. Coordinates with employees, hiring officials, and management to ensure adherence to E-Verify policies and procedures. (20%).
Audits Master Personnel Files to identify missing and/or incomplete employment documents for previously hired employees. Notifies supervisors via e-mail of missing, incomplete, or incorrect employment documents. Monitors due dates and prepares an Excel spreadsheet listing employees with missing/incomplete documents. (10%).
Researches records management issues. Retrieves/copies employment records that have been scanned. Mails, e-mails and faxes documents to approved individuals. (5%).
Utilizes the electronic content management application (OnBase) to ingest master personnel file documents. (20%).
Clarifies records management policies and procedures for HHS agency supervisors, managers, and staff. Assists in completion of various records management special projects. (10%).
Collects and reports statistics, including those related to incoming documents processed by the Records Management Section's employees. (10%).
Knowledge, Skills and Abilities
HHS agency and human resources policies, procedures, and practices.
Time management principles and practices.
Current records management administration and maintenance policies, procedures, and practices.
Skill In
Using a personnel computer, MS Office Applications, and human-resources related software applications.
Handling multiple tasks and prioritizing.
Ability To
Correctly enter data into an electronic database and scanning system.
Meet specified deadlines.
Research record management issues, organize efficiently, learn scanning techniques, problem solve records issues and follow detailed, complex instructions.
Explain the day-to-day activities of the section to new staff members.
Prepare and maintain records, files, and reports.
Explain policies and procedures to staff and members of the general public.
Be courteous and respectful in all interactions with clients, peers, coworkers, vendors, contractors, and any other people the employee meets during their job.
Maintain confidential and sensitive information and to communicate effectively.
Registrations, Licensure Requirements Or Certifications N/A
Initial Screening Criteria
Experience in human resources preferred.
Experience with use of computer programs and systems and databases.
Experience with employee and human resources records management.
Experience working with CAPPS HCM or other HR/payroll administration software preferred.
Additional Information Salary Note: The salary offered will follow HHSC starting salary guidelines.
Must be eligible to become a Texas Notary Public.
This position has the capability to telework on a part-time basis. Selected candidate must have the ability to provide a personal home internet service. The selected candidate(s) must also have a home office location free from distractions that will provide the ability to ensure confidentiality of work product.
Review our Tips for Success when applying for jobs at DFPS, DSHS and HHSC.
Active Duty, Military, Reservists, Guardsmen, And Veterans Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions.
ADA Accommodations In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.
Pre-Employment Checks And Work Eligibility Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.
HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form
Telework Disclaimer This position may be eligible for telework. Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.
Nearest Major Market: Austin
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Location: AUSTIN, TX
Explore more details on the Benefits of Working at HHS webpage.
Functional Title: HR Records Management Specialist II
Job Title: Human Resources Spclst II
Agency: Health & Human Services Comm
Department: HR STAFF
Posting Number: 15268
Closing Date: 04/07/2026
Posting Audience: Internal and External
Occupational Category: Office and Administrative Support
Salary Range: $3,793.41 - $3,800.00
Pay Frequency: Monthly
Salary Group: TEXAS-B-18
Shift: Day
Telework: Eligible for Telework
Travel: Regular
Full Time/Part Time: Full time
FLSA Exempt/Non-Exempt: Nonexempt
Job Location City: AUSTIN
Job Location Address: 4601 W GUADALUPE ST
Brief Job Description The Health and Human Services Commission is seeking a highly qualified candidate for the Human Resources II – Records Specialist position. Performs human resources records management and technical assistance work. Work involves assisting in the administration of a human resources records management program and ensuring compliance with state and federal employment laws, regulations, and policies. Assists in completion of special records management assignments. Maintains workload and program statistical reports. Works under general supervision with latitude for the use of initiative and independent judgment.
Essential Job Functions
Reviews incoming employment documents completed by newly hired employees and their supervisors for completeness and accuracy of information and for compliance with federal, state, and Health and Human Services (HHS) mandates, policies, and procedures. Utilizes a computerized database system to verify employee identification numbers, social security numbers, agency hire/rehire dates, state agency names, and other employment data. (15%).
Notates which required documents have been received in the electronic Records Management System (RMS) database. Notifies supervisors of missing, incomplete, or incorrect New Hire documents. Monitors due dates to ensure missing or corrected documents are received. (10%).
Inputs I-9 data into the E-Verify system. Coordinates with employees, hiring officials, and management to ensure adherence to E-Verify policies and procedures. (20%).
Audits Master Personnel Files to identify missing and/or incomplete employment documents for previously hired employees. Notifies supervisors via e-mail of missing, incomplete, or incorrect employment documents. Monitors due dates and prepares an Excel spreadsheet listing employees with missing/incomplete documents. (10%).
Researches records management issues. Retrieves/copies employment records that have been scanned. Mails, e-mails and faxes documents to approved individuals. (5%).
Utilizes the electronic content management application (OnBase) to ingest master personnel file documents. (20%).
Clarifies records management policies and procedures for HHS agency supervisors, managers, and staff. Assists in completion of various records management special projects. (10%).
Collects and reports statistics, including those related to incoming documents processed by the Records Management Section's employees. (10%).
Knowledge, Skills and Abilities
HHS agency and human resources policies, procedures, and practices.
Time management principles and practices.
Current records management administration and maintenance policies, procedures, and practices.
Skill In
Using a personnel computer, MS Office Applications, and human-resources related software applications.
Handling multiple tasks and prioritizing.
Ability To
Correctly enter data into an electronic database and scanning system.
Meet specified deadlines.
Research record management issues, organize efficiently, learn scanning techniques, problem solve records issues and follow detailed, complex instructions.
Explain the day-to-day activities of the section to new staff members.
Prepare and maintain records, files, and reports.
Explain policies and procedures to staff and members of the general public.
Be courteous and respectful in all interactions with clients, peers, coworkers, vendors, contractors, and any other people the employee meets during their job.
Maintain confidential and sensitive information and to communicate effectively.
Registrations, Licensure Requirements Or Certifications N/A
Initial Screening Criteria
Experience in human resources preferred.
Experience with use of computer programs and systems and databases.
Experience with employee and human resources records management.
Experience working with CAPPS HCM or other HR/payroll administration software preferred.
Additional Information Salary Note: The salary offered will follow HHSC starting salary guidelines.
Must be eligible to become a Texas Notary Public.
This position has the capability to telework on a part-time basis. Selected candidate must have the ability to provide a personal home internet service. The selected candidate(s) must also have a home office location free from distractions that will provide the ability to ensure confidentiality of work product.
Review our Tips for Success when applying for jobs at DFPS, DSHS and HHSC.
Active Duty, Military, Reservists, Guardsmen, And Veterans Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions.
ADA Accommodations In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.
Pre-Employment Checks And Work Eligibility Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.
HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form
Telework Disclaimer This position may be eligible for telework. Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.
Nearest Major Market: Austin
#J-18808-Ljbffr