Records Management Specialist
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
The Organization
Houston Community College (HCC) is composed of 14 Centers of Excellence and numerous satellite centers that serve the diverse communities in the Greater Houston area by preparing individuals to live and work in an increasingly international and technological society. HCC is one of the countrys largest singly-accredited, open-admission, community colleges offering associate degrees, certificates, workforce training, and lifelong learning opportunities.
The Team
Play a central role at HCC as you keep our everyday operations running like clockwork. Youll get the chance to make things happen and work closely with inspiring leaders across different parts of the institution. Whether your role is supportive, administrative, financial or something else, youll be part of a dynamic team that not only provides HCC students with cutting-edge academic and career tools, it also takes care of its people.
Location
Houston is a city with limitless possibilities:
- Fourth-largest city in the U.S. and home to 54 Fortune 500 companies, second only to New York Citys 55.
- Approximately 145 languages are spoken here.
- Overall after-taxes living costs are 5.6 percent below the average for all 308 urban areas recently surveyed.
- Houston is a major-league sports town, and dont forget the annual Houston Livestock Show & Rodeo.
- The weather is great! Mild winters ensure that outdoor activities can be enjoyed year-round.
- World-renowned medical care. The Houston metro area has long been known for its first-rate healthcare system, with many Houston area hospitals consistently ranking among the nations top institutions.
- With over 150 museums and cultural institutions in the Greater Houston area, museums are a large part of Houstons cultural scene.
- Houston is the Culture & Culinary Capital of Texas with more than 7,500 restaurants and eating establishments covering 60+ cuisines.
If this sounds like the role for you and youre ready to join an amazing team, please apply right away.
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