Information Governance Manager (Program Specialist V)
Job #: 2021-34
- TWC Job #: 14393888
- Opening Date: 2/23/2021
- Travel Required: NA
- Monthly Salary: $5,416.67 - $6,000.00/mo
- Position Location: Austin, Texas
- Group Step: B21
- Class: 1574
Operations Specialist , YN- Yeoman, 16GX – Air Force Operations Staff Officer or other related fields may meet the minimum requirements for this position and are highly encouraged to apply.
Additional Military Crosswalk
In order to qualify for this position a State of Texas Applications must be submitted through Work In Texas. The OOG requires all sections of the state application to be completed.
Omission of data on the state application is grounds for disqualification of the application.
Only interviewed applicants will receive notice of the final disposition of the selection process.
OOG employees applying for a position in the same pay group, if selected, will be laterally transferred with a maximum increase in salary of 3.4%.
Performs highly complex (senior-level) program administration work, consultative services and technical assistance work. Work involves planning, developing, and implementing the agency Records and Information Management (RIM) Program, including the agency’s Record Retention Schedule, and providing consultative services and technical assistance to agency staff. Serves as the agency Records Management Officer. May train others and/ or lead work processes of others. Assists the Information Services Director with cyber security reporting, training, and monitoring. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment.
Records & Information Management Program Functions
- Administers the agency’s Records and Information Management (RIM) Program established by law under Texas Government Code, Section 441.183.
- Develops and leads the RIM program, including development of RIM guidelines, policies and procedures for records and information in all formats.
- Ensures appropriate procedures are followed for vital records protection, records storage and retrieval processes, and managing RIM services contracts.
- Provides consultative services and technical assistance to staff to plan, implement, and monitor an effective records and information program.
- Determines appropriate actions regarding storage, retention, duplication, final disposition practices and cost-effective operations.
- Responsible for overseeing data classification of agency’s electronic records and related training; data classification will integrate with ARCHIE (TAC 202.1(5), 202.24).
- Minimize retention and facilitate disposal of PII.
- Provide assistance with auditing and reporting (TAC 202.26).
- Serves as the agency’s central point of contact for the Texas State Library and Archives Commission (TSLAC).
- Develops, maintains, and revises the agency’s Records Retention Schedule (RSS) ensuring the RRS accurately reflects the records created and/or maintained by the agency, and ensuring the RRS is compliant with TSLAC requirements including the certification of the RRS by TSLAC.
- Determines records and information management training requirements for staff and develops or oversees development of training materials.
- Assists with developing and implementing technology-related training for the agency.
- Assists with developing and implementing technology-related training for the agency (TAC 202.26).
- Assist with agency-wide training, as needed.
- Provides guidance to staff in the development and integration of records and information management methods and procedures into daily activities.
Planning, Developing & Monitoring
- Works with agency’s executives, legal, information technology, emergency management, Public Information Office, program heads and others to ensure record capture, protection, and management of all agency records.
- Participates with Information Resource Managers and staff to ensure records and information management requirements are considered in the planning and building phases of information technology system selection and implementation projects.
- Determines need for and assists in identifying requirements for automating records and information management program.
- Tracks and identifies trends in records and information management and resolves operational problems.
- Develops and monitors budget for RIM services.
- Monitors RIM related services provided by service providers and reconciles, evaluates, and reports service performance.
- Prepares administrative reports, studies, and specialized research projects.
- Maintains knowledge of current Records and Information Management (RIM) Standards, Best Practices, and State & Federal law related to RIM
- Assists with risk management policies, procedures, and training (TAC 202.26).
- Provides excellent customer service
- Attends work regularly in accordance with agency leave policy
- Complies with all agency policies and procedures, including but not limited to applicable security and safety rules, regulations and standards
- Perform all other duties as assigned.
Minimum Qualifications: (Minimum Qualifications)
- Graduation from an accreditied four year college or university.
- Certification as a Certified Records Manager from the Institute of Certified Records Managers.
- Five (5) years full-time Records and Information Management (RIM) or closely related experience.
Note: Experience and education may be substituted for one another on a year-for-year basis.
- Master’s Degree in information science of library science from an American Library Association accredited program.
- Ceritfied Records Manager from the Institute of Certified Records Manager.
- Proficiency in managing and maintaining a records retention schedule for a government organization, to include five (5) years of full-time records management experience.
- Experience implementing RIM initiatives through division or department coordinators. Proficiency in administrative and Records management procedures. Knowledge of records storage center procedures.
Knowledge, Skills, and Abilities Requirements:
- Knowledge of RIM principles and best practices; Texas State Library and Archives Commission rules and regulations; local, state, and federal laws governing RIM programs.
- Experience managing and maintaining an organization-wide records retention schedule.
- Experience woking with electronic records and applying RIM principles and best practices.
- Knowledge and skills in project management; analyzing policies and procedures, decision-making for efficiency and effectiveness, monitoring vendor performance, and developing and managing a budget.
- Knowledge and skills required to systematically manage records and information in all formats from creation or receipt through processing, distribution, organization, storage and retrieval, and disposition.
- Ability to manage the RIM program, lead collaborative workgroups to consensus decision-making, establish priorities and objectives; meet deadlines; develop, implement, and audit policies and procedures.
- Knowledge and skills necessary to analyze risks and proactively mitigate and manage the potential for damage to or loss of records and information, and provide recommendations for solutions.
- Skill in using a computer for word-processing and data entry/retrieval.
- Skill in effective oral and written communication.
- Skills in analyzing and resolving issues in a variety of complex situations with moderate supervision.
- Skill in planning, organizing and prioritizing work assignments with a high volume workload.
- Ability to train and instruct staff regarding RIM policies and procedures.
- Ability to convey complex RIM policies and procedures to a diverse group.
- Ability to effectively interact with all levels of employees including management regarding RIM policies.
- Ability to analyze and resolve issues in a variety of complex situations with moderate supervision
- Ability to obtain and maintain a valid driver’s license
- Ability to work 8 a.m. – 5 p.m., Monday through Friday.
- Ability to lift 35 lbs.
- Ability to work over 40 hours per week as needed.
- Ability to provide excellent customer service.
- Ability to use personal vehicle for business-related travel.
Registration, Certification or Licensure: Ceritfied Records Manager from the Institute of Certified Records Manager preferred.
Physical Requirements and/or Working Conditions: This classification functions in a standard office environment. Ability to move up to 35 lbs. Ability to drive as needed. Will need to move about the office to access file cabinets, office machinery, set up conference rooms for meetings, etc. Must be able to communicate and exchange accurate information via phone, computer and in person. Must be able to observe and evaluate media in electronic, visual and/or audio format. Must be able to work hours during a legislative session that include holidays and as needed.
The Office of the Governor is an Equal Opportunity Employer. The Immigration Reform and Control Act of 1986 requires all new employees to present proof of eligibility to work in the United States within three (3) days of being hired. The Office of the Governor participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization. Male candidates between 18 and 25 years of age are required to show proof of Selective Service registration (or exemption) prior to an offer of employment being extended. Such proof is not required to be filed with an application but must be provided upon request by the Human Resources office. For additional information pertaining to Selective Service registration, you may visit www.sss.gov. Applicants may obtain a copy of the Agency's Equal Employment Opportunity Utilization Report upon request.
Notice to Applicants Who May Require Reasonable Accommodation in the Interview Process
Applicants with disabilities who may need to discuss special accommodations during the interview process should contact 512-463-5873 and ask to speak to the Office of the Governor’s Americans With Disabilities Act (ADA) Coordinator in the Human Resources Department. If reasonably possible, please call at least 48 hours in advance to afford our representative and the hiring division sufficient time to properly review and coordinate your request.