Records Management Analyst I

Brief Job Description:

The Health and Human Services Commission (HHSC) is seeking a qualified professional to serve as a Management Analyst I within the Records Management program. Performs moderately complex (journey-level) professional organizational analysis work in support of the HHSC Records Management Office (RMO). Work involves supporting records management operations; administering and improving records management systems; collecting, reconciling, and analyzing operational and invoice data; preparing reports and procedures; conducting quality assurance reviews; and providing technical assistance to HHSC and DSHS staff. Assists with records retention, storage, retrieval, disposition, compliance, training, and outreach activities. Works under general supervision, with limited latitude for the use of initiative and independent judgment. The position collaborates with program staff, information technology personnel, vendors, and agency leadership to ensure the efficient administration of records management services and compliance with applicable records retention requirements, policies, and procedures.

Essential Job Functions (EJFs):

Records Management Operations and Systems Support

Administers and maintains the agency records management system, including SOAR, and serves as a technical resource for system users. Provides technical assistance to HHSC and DSHS staff and Records Coordinators regarding records retention, storage, retrieval, disposition, and compliance requirements.

Supports records life-cycle activities to help ensure records are maintained and disposed of in accordance with approved retention schedules and agency policy. Identifies opportunities for system and process improvements; documents business requirements and change-control requests; collaborates with information technology staff; and assists with user acceptance testing. (30%)

Data Analysis and Reporting

Collects, validates, and analyzes data from SOAR, Gimmal/TexLinx, service logs, invoices, and other records management sources. Identifies trends in storage, retrieval, service use, data-entry errors, records maintained beyond destruction eligibility, and other compliance indicators. Prepares concise reports for RMO management that summarize findings, identify operational concerns, and recommend process improvements, cost-reduction opportunities, or targeted outreach and training. (20%)

Invoice Reconciliation and Purchasing Support. Reconciles monthly invoices from the Texas State Library and Archives Commission, Iron Mountain, and other vendors against service receipts and request logs. Identifies inaccurate or unallowable charges; coordinates corrections with vendors or escalates unresolved discrepancies to RMO management. Maintains fiscal-year payment tracking, submits approved invoices to Accounts Payable, supports annual purchase-order requisitions, and responds to payment-processing questions. (20%)

Research, Quality Assurance, and Corrective Action

Researches historical and current records management data and conducts routine quality assurance reviews for accuracy, completeness, and conformance with established requirements. Identifies anomalies and works with RMO staff or program contacts to research causes and correct data or process issues. Documents and escalates unresolved errors with supporting information for management review. (15%)

Procedures, Compliance, and Outreach Support

Develops, updates, and maintains operating procedures and instructional materials for records storage, retrieval, destruction, retention schedule revisions, and related functions. Reviews procedures at least annually and recommends revisions to improve clarity, consistency, efficiency, and compliance. Coordinates updates to records management intranet and SharePoint content and assists with training and outreach materials. (10%)

Other duties as assigned

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned. May participate in continuity of operations, emergency management, or disaster response activities as assigned, which may require an alternate shift pattern or location. (5%)

Knowledge, Skills and Abilities (KSAs):

Knowledge of:

Organizational development and management practices; methods and procedures analysis; work simplification; forms and records design and control; records life-cycle concepts; and basic statistical analysis.

Records retention, storage, retrieval, and disposition practices and the ability to learn applicable state and federal records requirements and TSLAC guidance.

Skill in:

Collecting, organizing, reconciling, and analyzing operational and financial data.

Using computers and applicable software, including spreadsheets, databases, document-management systems, and Microsoft 365 applications.

Ability to:

Analyze problems, identify alternatives, develop practical recommendations, and communicate findings clearly.

Develop, interpret, and apply policies, procedures, manuals, and guidance documents.

Manage multiple assignments, meet deadlines, maintain accurate records, and work collaboratively with internal staff, vendors, and program contacts.

Communicate effectively, both orally and in writing.

Registrations, Licensure Requirements or Certifications:

Certified Records Analyst (CRA) or Certified Records Manager (CRM), preferred.

Initial Screening Criteria:

Graduation from an accredited four-year college or university with major coursework in business administration, public administration, management, information management, records management, data analytics, or a related field. Relevant experience and education may be substituted for one another on a year-for-year basis.

Experience performing administrative, operational, records management, financial reconciliation, data analysis, quality assurance, or process-improvement work.

Preferred Quali