Specialist, Records Management at HOUSTON COMMUNITY COLLEGE SYSTEM in Houston, Texas

Job Description:

We are currently seeking a Specialist for the Records Management team who will advance the institution’s proud tradition of excellence in academics, student life and community service.

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

•         Associate’s 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 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
Some of the brightest minds in academics and business are choosing HCC as their home. When you join our talented team, you’ll play a special role as teacher, mentor and academic advisor. We’ll support you in your professional development as you contribute your knowledge and expertise to HCC, our students and the community.

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.


• 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 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 healthcare 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. 

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 Equal Opportunity and Title IX

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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