Business Process Specialist Records Information Management (Office of the City Clerk)

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By joining us you become part of a community that values its people and is committed to making Austin the most thriving and resilient city in the country.

Job Description:

Business Process Specialist

Purpose:

Under general supervision this position performs professional level work involving research and analysis of a variety of routine/semi routine administrative and operational support duties in the area of project management quality management performance measurement change management and business process improvement. Provides support and assistance to senior process consultants auditors and team leaders.

Duties Functions and Responsibilities:

Essential duties and functions pursuant to the Americans with Disabilities Act may include the following. Other related duties may be assigned.

• Assists in planning executing and closing projects in a variety of operational and/or administrativesituations related to specific assignments/areas.

• Develops and maintains databases to support data analysis and research findings for business projects.

• Assists in preparation of recommendations for implementation of new or revised policies procedures and/or process changes/improvements.

• Writes reports that summarize findings data collection techniques implementation options etc.

• Establishes project schedules using project planning software/tools updates and maintains project status reports. Communicates project/process status.

• Conducts research analyzes trends determines accuracy and relevancy of data/information and uses sounds judgment to evaluate alternatives.

• Facilitates and documents meetings action items and processes using flowcharting methodologies.

• Maintains positive working relationships with managers supervisors employees and other stakeholders to gain their cooperation and support.

Responsibilities - Supervisor and/or Leadership Exercised:

None.

Knowledge Skills and Abilities:

Must possess required knowledge skills abilities and experience and be able to explain and demonstrate with or without reasonable accommodations that the essential functions of the job can be performed.

• Knowledge of business strategies objectives planning development and management processes and process improvement.

• Knowledge of research methodologies cost/benefit analysis statistics and financial modeling.

• Knowledge of applicable City of Austin state and federal statutes ordinances and codes.

• Knowledge of performance measures quality improvement programs and project management methods.

• Skill in oral and written communication using a variety of formats including: print communication electronic format presentations and telephonic.

• Skill in using computers and related software applications.

• Skill in data analysis and problem solving.

• Ability to quickly recognize and analyze irregular data and situations.

• Ability to work independently and with teams.

Minimum Qualifications:

• Graduation with a Bachelors degree from an accredited college or university with major coursework in a field related to the job plus one (1) year experience related to the job.

• Experience may be substituted for education up to a maximum of four (4) years.

Preferred Experience:

• Leads analysis and evaluation of the effectiveness of record-keeping operations City-wide using knowledge of professional information governance and management theory best practices principles standards industry trends and compliance requirements and legal retention requirements.

• Provides technical and best practice recommendations and participates in the development and information of the City-wide records and information management program including indexing archival retention disposition an classification policies standards and procedures.

• Knowledge of document management systems document scanning technologies content management systems databases and department/enterprise business applications.

• Skill in oral and written communication. Ability to train others. Knowledge of training methodologies and techniques including curriculum development.

• Certification in information governance/information management (Certified Records Manager Information Governance Professional Certified Information Professional or similar certification) or ability to obtain within 6 months.

• Knowledge of professional records and information management theory best practices principles standards industry trends and compliance requirements.

Notes to Candidate:

Austin City Clerks Office supports the Citys goal of transparency by preserving and providing public access to Council-approved documents promoting City-wide compliance with records retention laws and facilitating the legislative process.

Job Description Records Management Professional

We are seeking a knowledgeable and proactive Records Management Professional to join our team. The ideal candidate will have a strong understanding of records management best practices relevant laws and regulatory compliance. This individual will be responsible for consulting on records policies and procedures interpreting and applying retention schedules and delivering effective training to staff. Strong communication skills and the ability to develop and present clear engaging presentations are essential.

Key Responsibilities:

• Serve as a subject matter expert on records and information management laws regulations and industry best practices.

• Conduct research on citations and records-related laws and regulations at the local state and federal levels to support policy development and compliance.

• Facilitate and document meetings including capturing action items and mapping processes using flowcharting methodologies.

• Assist in planning executing and closing projects related to records and information governance ensuring alignment with organizational objectives and compliance standards.

• Develop and maintain spreadsheets and databases to support tracking of training activities project milestones and compliance metrics.

• Contribute to the review and revision of Standard Operating Procedures (SOPs) policies and procedures to improve records management practices.

• Establish and manage project schedules using project planning tools; maintain and communicate project status reports to stakeholders.

• Train and consult with executives managers supervisors and staff to promote understanding and adherence to records laws and regulatory requirements.

To view the City of Austin Recruitment Video please click here!

Locations: Austin City Hall 301 W 2nd St Austin TX 78701

Salary Range: $62280 to $77850

Hours: Monday to Friday 8am to 5pm

Assessment:An assessment(s) may be administered as part of the interview process.

When completing the City of Austin employment application:

The City of Austin employment application is an official document; incomplete applications will not be considered. Please be sure that your application is a reflection of your entire work history.

• Please be sure to detail on the application all previous employment that you wish to be considered as part of your qualifications.

• A detailed complete employment application is required. It helps us to better evaluate your qualifications and will be used to determine salary if you are selected for this position. Be sure to provide job titles and employment dates for all jobs you wish to be considered. Describe your specific experience for each position. Include all job duties responsibilities and employment dates.

• A résumé is required but will not substitute for a complete employment application. Please include contact information from previous employers.

• A cover letter is also the cover letter candidates should describe in concise detail their interest in this position and highlight any prior experience that is relevant to this position.

Travel:

If you are selected for this position and meet theDriver Safety Standardsin the City of AustinDriver Safety Programyou may drive when necessary to multiple locations as part of your regular job duties. Otherwise you are responsible for getting to and from these locations.

Benefits:

Working with the City of Austin provides a number of health and welfare benefits such as low-cost medical dental vision paid leave time a highly competitive retirement plan training opportunities and more. Please clickHEREfor more information.

Important Note to Applicants:

Please be aware that the Job Posting Close Date reflects the final day to apply but the posting will close at 11:59 PM the day before the date listed. All application steps including attachments and submission must be fully completed before that time.

We also recommend that you save or print a copy of the job posting for your records. Once a posting has closed it will no longer be viewable in the system.

EEO Statement for City of Austin:

The City of Austin will not discriminate against any applicant or employee based on race creed color national origin sex gender identity age religion veteran status disability or sexual addition the City will not discriminate in employment decisions on the basis of an individuals AIDS AIDS Related Complex or HIV status; nor will the City discriminate against individuals who are perceived to be at risk of HIV infection or who associate with individuals who are believed to be at risk.

City of Austin is committed to compliance with the Americans with Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function please call or Texas Relay by dialing 7-1-1.