Business Process Specialist - Records Information Management (Austin City Clerk's Office)

About This Position

Austin's City Clerk's Office is 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.

Job Description:

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 administrative situations 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 Bachelor’s 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.

Licenses and Certifications Required:

• None.

Preferred Qualifications:

• 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.

Compensation Range:

Notes to Candidate:

Austin City Clerk's Office supports the City’s 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

Hours: Monday to Friday, 8 AM to 5 PM

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 required. In 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 the Driver Safety Standards in the City of Austin Driver Safety Program, you 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 click HERE for 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.

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JOIN THE CITY OF AUSTIN TEAM

At the City of Austin, we are more than just an employer—we are a vibrant community dedicated to shaping one of the nation's most dynamic and innovative cities. As we strive to fulfill our commitment as public servants, it is important that we ground our efforts in a set of guiding principles – Empathy, Ethics, Excellence, Engagement, and Equity – that anchor our delivery of services that significantly impact the lives of Austinites. Joining the City of Austin means embarking on a purposeful career, contributing to the community, and being part of a forward-thinking organization that values every employee.

What Makes the City of Austin Special?

• Make a Difference: Join a team driving meaningful change in one of the fastest-growing cities in the nation.

• Value and Innovation: Work in an environment where employees are valued, and innovation thrives.

• Competitive Benefits: Enjoy a comprehensive compensation package that includes generous leave, work-life balance programs, and extensive benefits.

• Retirement Security: Plan for the future with the City of Austin Employees' Retirement System.

• Sustainable Transportation Options: Commute easily with access to public transit and bike-friendly infrastructure.

• Focus on Wellness: Stay healthy through wellness programs, on-site fitness centers, and mental health support.

• Career Growth: Advance your skills and expertise with professional development and leadership opportunities.

• Modern Workspaces: Work in innovative and sustainable environments that foster collaboration and inspiration.

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.

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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 orientation. In addition, the City will not discriminate in employment decisions on the basis of an individual's 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 (512) 974-3210 or Texas Relay by dialing 7-1-1.