Senior Specialist, Records Management
Job Description
Job Summary
The Senior Records Management Specialist will support and assist the Director with the creation, update, and maintenance of the retention schedule program for Houston Community College. Lead the research necessary to determine retention values, maintains and updates 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. Maintain records management software and update when necessary. Interface 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 perform 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.
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.
Develop recommendations regarding policy and procedural issues.
Compile Destruction Authorization Notices for distribution to user departments; submit to Records Management Director for signature and distribution to appropriate departments for destruction approval; notify the Records Management Director when approval to destroy records has been received from the user department; update database when 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.
Conduct departmental personnel training in using the database systems and record retention programs policies and procedures.
Initiate/schedule meeting notices for consultation, reviews, and onboardings, along with conducting a records management assessment of the Departments.
Identify and assess the department’s records management needs and discuss any issues identified.
Conduct periodic follow-ups to ensure action items are being completed and recommendations have been implemented to promote compliance.
Issue monthly progress reports to the Director of Records Management.
Track project milestones, deliverables and budgets.
Provide periodic project status reports to management.
Translate, clean, and validate large data files, in multiple formats.
Generate reports providing key insights and metrics using a variety of reporting tools and technologies.
Collaborate on special projects; assist with the coordination of special projects; create and maintain spreadsheets.
Initiate, track, and monitor budget transactions for multiple budgets.
Perform other duties, tasks and assignments as required.
QUALIFICATIONS
Education & Experience
• Bachelor’s degree required
• Associate’s degree or 60 college credit hours, plus 4 years experience may be considered in lieu of required degree
• 3 years of work related experience required
Licensing & Certification
• Valid Texas Driver License
Special Skills
• MS Office Programs
• Information Management Systems
• Record Management/Retention Policies
• 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 an open-admission, public institution of higher education offering a high-quality, affordable education for academic advancement, workforce training, career development and lifelong learning to prepare individuals in our diverse communities for life and work in a global and technological society. We’re proud to say that 98 percent of our graduates step into a job in their field of study immediately upon graduation. One of the largest community colleges in the nation, HCC has served the Greater Houston area for over four decades. Accredited by the Southern Association of Colleges and Schools, and the Schools Commission on Colleges, we offer 300+ associate degree and certificate programs to 75,000+ students across 13 Centers of Excellence and online each semester. We are proud to be No.1 among all community colleges in the nation in providing associate degrees to minorities and No.1 in educating international students, with 10.4 percent of our student population from outside the USA. Our vision is to become the Employer of Choice in support of our mission for Student Success by attracting, retaining and motivating the best employees.
The Team
Be a part of a dynamic community dedicated to providing the resources, guidance and inspiration needed to create the ultimate student experience: from registration and financial aid applications to the first time they arrive at one of our Centers of Excellence or log in to their first class, from academic success planning to providing a safe environment, and from connecting them with community networks to launching them into the career of their dreams. Make their student experience exceptional.
We are currently seeking a Records Management Specialist Senior who will advance the institution’s proud tradition of excellence in academics, student life and community service.
The Opportunity
You: You have the communication skills, detail orientation, and organizational abilities to inspire people to work with you to achieve organizational goals.
Your mission: In this role, you will support and assist the Director with the creation, update and maintenance of the retention schedule program for Houston Community College. Lead the research necessary to determine retention values, maintain and update record series categories, conduct inventories, coordinate with department staff and document procedures used to create schedules. Assure that records destruction authorizations are processed in a timely and accurate manner. Maintain records management software and update when necessary. Interface with custodians of records and records management coordinators to assure consistency and proper procedure implementation.
Your work: 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; works with department personnel in initial stages of document evaluation; performs inventories; creates 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; maintains tracking system for background information regarding citations and any changes to citations; Train department personnel in using the retention program policies and procedures;
Next steps: If you always have the student experience in the forefront of your planning and execution, if you’re a collaborator, an innovator and a person who gets things done, apply today!
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 City’s 55.
- 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 don’t 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 health care system, with many Houston area hospitals consistently ranking among the nation’s top institutions.
- With over 150 museums and cultural institutions in the Greater Houston area, museums are a large part of Houston’s 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 you’re ready to join an amazing team, please apply right away.
EEO Statement
Houston Community College does not discriminate on the bases of race, color, religion, sex, gender identity and expression, national origin, age, disability, sexual orientation or veteran’s status. The following person has been designated to handle inquiries regarding the non-discrimination policies
Osvaldo Gomez, Director EEO/Compliance, Title IX Coordinator
Office of Institutional Equity
PO Box 667517
Houston TX, 77266
713 718.8271 or Institutional.Equity@hccs.edu
HCC values its employees and their contributions, promotes opportunities for their professional growth and development, and provides a positive working and learning environment that encourages diversity, innovation and creativity, and inclusion.
Individuals with disabilities, who require special accommodations to interview, should contact (713) 718-8565.
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