Specialist, Records Management

Job Summary

The Records Management Specialist is responsible for the creation update and maintenance of the retention schedule program for Houston Community College. Conducts the research necessary to determine retention values maintain and update record series categories conducts inventories coordinates with department staff and documents procedures used to create schedules. Assures that records destruction authorizations are processed in a timely and accurate manner. Maintains records management software and updates when necessary. Interfaces with custodians of records and records management coordinators to assure consistency and proper procedure implementation.

ESSENTIAL FUNCTIONS

Work as subject matter expert on the electronic document and records management system; provide coordination and leadership to the data capturing and management systems.

Compile records management data and performs statistical analysis.

Sort and categorize department records into record series and research appropriate retention values of each series. Archive obsolete record citations and notify appropriate records personnel of changes.

Work closely with appropriate records personnel in the retention scheduling of information stored in all types of media (i.e. electronic optical microfilm and hardcopy files). Work with department personnel in initial stages of document evaluation; perform inventories. Create retention schedule drafts for departmental review.

Conduct research as necessary to determine retention values and maintain library of legal references from appropriate industry state and federal agencies. Maintain tracking system for background information regarding citations and any changes to citations.

Support training activities/events of department personnel in using the retention program policies and procedures.

Perform periodic reviews of existing schedules in departments and establish timetables for completion of reviews. Prepare reports regarding findings and recommend improvements in retention inconsistencies observed during reviews.

Review recommendations regarding policy and procedural issues.

Compile Destruction Authorization Notices for distribution to user departments. Submit to Records Manager for signature and distribution to appropriate departments for destruction approval. Notify the Records Retention Manager when approval to destroy records has been received from the user department. Update Versatile Database when records destruction has been accomplished. Maintain signed Destruction Authorization Certificate file.

Conduct site visits and assess current records storage areas and make recommendations for improvement of records

Market the records management program to all departments and divisions of the institution through communication publications and follow-up phone calls.

Create and maintain a database of records inventory a manual of procedures for records management and conduct staff training in the use of the database systems.

Issue monthly progress reports to the Director of Records Management

Perform other duties tasks and assignments as required.

QUALIFICATIONS

Education & Experience

High School Diploma or GED required

Associates degree preferred

2 years experience in Records Management required

Licensing & Certification

Valid Texas Driver License

Special Skills

MS Office Programs

Records Retention

Project Management

Competencies

Delivering High Quality Work

Accepting Responsibility

Serving Customers

Supporting Organizational Goals

Driving Continuous Improvement

Acting with Integrity

Thinking Critically

Managing Change

Communicating Effectively

Working Conditions

General Office. Must be able to perform all job requirements with or without reasonable accommodations; remain in a stationary position during shift; move items weighing up to 25 pounds; position self to operate job equipment; apply established protocols in a timely manner. Must access input and retrieve information from technology devices; communicate with others to accomplish job requirements. May be required to work after hours to include weekends and holidays.

SECURITY SENSITIVE: This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code 51.215