Records Management Program Coordinator

Career Opportunities: Records Management Program Coordinator (21373) Posting ID 21373 -Posted 09/11/2026 - Health & Human Services Comm - Operations Support Services - Education Training and Library - b. $3000 - $4999 per month Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage . Functional Title:Records Management Program Coordinator Job Title:Program Specialist IV Agency:Health & Human Services Comm Department:Operations Support Services Posting Number:21373 Closing Date:09/25/2026 Posting Audience:Internal and External Occupational Category:Education Training and Library Salary Range:$4,263.16-$4,604.59 Pay Frequency:Monthly Salary Group:TEXAS-B-20 Shift:Day Additional Shift:None Telework: Travel:Up to 25% Regular/Temporary:Regular Full Time/Part Time:Full time FLSA Exempt/Non-Exempt:Nonexempt Facility Location: Job Location City:AUSTIN Job Location Address:4601 W GUADALUPE ST Other Locations:None MOS Codes:16GX,60C0,611X,612X,63G0,641X,712X,86M0,8U000,OS,OSS,PERS,YN,YNS Brief Job Description The Health and Human Services Commission (HHSC) is seeking a Records Management Program Coordinator (Program Specialist IV) to support statewide records management operations for HHSC. Performs advanced (senior-level) program management specialist work involving the creation, development, coordination, implementation, monitoring, oversight, and continuous improvement of Records Management Office (RMO) programs and operations supporting Health and Human Services Commission (HHSC). Provides consultative and technical assistance to leadership, State Supported Living Centers (SSLCs), Records Coordinators, program areas, storage vendors, contractors, and stakeholders regarding records retention, records disposition, records storage, inventory management, compliance monitoring, records governance, and operational improvements. Manages programs throughout the program lifecycle by defining goals, objectives, performance measures, controls, policies, procedures, and operational standards. Coordinates complex projects and cross-functional initiatives involving records management compliance, warehouse and storage operations, records inventories, retention schedule administration, disposition activities, and statewide SSLC support. Works under minimal supervision with extensive latitude for the use of initiative and independent judgment. Requires statewide travel, including occasional overnight travel, to the thirteen (13) State Supported Living Centers (SSLCs), storage facilities, warehouses, and HHSC locations. Essential Job Functions (EJFs) SSLC Records Management Program Coordination and Support. Serves as the primary Records Management Office liaison for the thirteen (13) State Supported Living Centers (SSLCs). Coordinates, develops, implements, monitors, and evaluates records management programs and initiatives supporting SSLC operations. Plans and conducts site visits to SSLCs to provide records management consultation, inventory reviews, compliance assessments, records retention guidance, training, and operational support. Works collaboratively with facility leadership, Records Coordinators, program staff, Legal Services, contractors, and agency leadership to ensure compliance with records retention requirements and records management policies. Identifies program gaps, recommends improvements, develops corrective action plans, and monitors implementation of records management initiatives. Coordinates statewide records projects and serves as the primary point of contact for SSLC records management operations. (30%) Records Management Program Administration and Compliance. Performs advanced program management specialist work involving the development, implementation, monitoring, documentation, and evaluation of records management programs and agency initiatives. Develops and implements policies, procedures, standards, guidance documents, training materials, performance measures, operational processes, and compliance monitoring tools. Coordinates records inventory projects, retention schedule implementation, records governance activities, compliance reviews, and operational assessments. Ensures program decisions are made in accordance with agency requirements, records retention schedules, Texas State Library and Archives Commission (TSLAC) requirements, applicable laws, policies, procedures, and strategic objectives. Provides consultative services and programmatic assistance to management, program staff, and stakeholders. (25%) Warehouse Operations, Records Storage, and Inventory Management. Provides cross-trained operational support for warehouse and storage management functions supporting HHSC records operations. Coordinates records transfers, inventory management activities, interfiling projects, storage operations, retrieval requests, records audits, inventory reconciliations, and records tracking activities. Reconciles facility inventories, vendor inventories, and agency databases to ensure inventory accuracy and accountability. Coordinates activities with storage vendors and contractors and assists with contract compliance, operational reviews, and service delivery monitoring. Supports warehouse operations as necessary to maintain continuity of operations and achievement of program objectives. (15%) Records Retention Schedule Administration and Disposition Activities. Coordinates retention schedule implementation, retention schedule recertification activities, records disposition reviews, and destruction projects. Works with Records Coordinators, program areas, subject matter experts, and agency leadership to review records inventories, identify records eligible for disposition, and ensure compliance with approved retention schedules. Coordinates annual destruction reviews and disposition activities for SSLCs and other HHSC program areas. Ensures records subject to litigation holds, audits, investigations, public information requests, or other restrictions are properly managed and excluded from disposition activities. (10%) Program Planning, Reporting, Analysis, and Special Projects. Manages complex records management and operational improvement projects involving multiple stakeholders and business units. Develops reports, inventories, presentations, dashboards, analyses, recommendations, and performance metrics used to support executive leadership and operational decision-making. Researches best practices, identifies opportunities to improve program performance, and recommends innovative solutions to enhance records management operations, customer service, compliance, and program outcomes. Assists with strategic planning, process improvement, and other special initiatives as assigned. (10%) Stakeholder Engagement, Training, and Agency Representation. Represents the Records Management Office at meetings, conferences, workgroups, committees, training sessions, and stakeholder engagements. Develops and delivers training, presentations, technical guidance, and consultation related to records management programs, compliance requirements, and operational procedures. Coordinates communications with internal and external stakeholders, including vendors, contractors, regulatory agencies, and executive leadership. (5%) Other Duties as Assigned. Performs related work as assigned to support agency operations, records management programs, warehouse operations, business continuity efforts, compliance initiatives, emergency response activities, and strategic objectives. (5%) Knowledge, Skills and Abilities (KSAs) Knowledge of: Records management principles, practices, and procedures. Records retention schedules and records disposition requirements. Program and project management methodologies. Inventory management and warehouse operations. Compliance monitoring and quality assurance processes. Contract administration and vendor management. Change management principles and practices. State and federal laws, rules, regulations, and policies applicable to records management. Microsoft Office applications and records management systems. Skill in: Program management and coordination. Project planning and implementation. Data analysis and report preparation. Inventory management and reconciliation. Problem solving and process improvement. Communication and stakeholder engagement. Training development and delivery. Microsoft Office Suite, SharePoint, and related software. Ability to: Manage complex programs and projects. Analyze information and develop effective solutions. Exercise sound judgment and independent decision-making. Establish and maintain effective working relationships. Communicate effectively verbally and in writing. Coordinate multiple priorities and meet deadlines. Travel statewide as required. Represent the agency professionally with internal and external stakeholders. Registrations, Licensure Requirements or Certifications Certified Records Manager (CRM), Certified Records Analyst (CRA), CAPM, PMP, PgMP, or other related professional certification, preferred. Initial Screening Criteria Four (4) years of experience in records management, program administration, compliance, information governance, project management, inventory management, warehouse operations, business operations, or a closely related field. Experience coordinating projects, programs, or operational initiatives involving multiple stakeholders. Experience researching, analyzing, and interpreting data and developing reports and recommendations. Experience using Microsoft Office applications, including Excel, Word, PowerPoint, Outlook, Teams, and SharePoint. Bachelor's degree from an accredited college or university preferred. Preferred Experience with HHSC, or State Supported Living Center operations. Experience in records management, records retention, records disposition, information governance, archives management, or document management. Experience conducting compliance reviews, audits, monitoring activities, or quality assurance reviews. Experience supporting warehouse operations, inventory management, storage operations, or vendor management. Experience coordinating statewide programs or multi-site operations. Experience using SOAR, Gimmal, SharePoint, or electronic records management systems. Additional Information Some travel and flexibility in hours may be required, including occasional extended hours. This position is located in Austin, TX. Telework is subject to change based on business needs and management directives. When telework is allowed, it requires reliable personal internet and a workspace that supports the protection of confidential information. Work is performed in office, warehouse, storage, receiving, surplus, and other agency environments. The position requires extensive computer use and may require prolonged sitting, standing, walking, bending, reaching, lifting, pushing, pulling (up to 50lbs), and movement through areas containing stored property. Employment offers depend on available budgeted funds. Salary will be set per budget limits, HHSC starting salary guidelines, and within the posted range. Selected candidate will have to successfully complete any required due diligence/background and reference checks. Active Duty, Military, Reservists, Guardsmen, and Veterans Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited tothose listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions . ADA Accommodations In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at View phone number on click.appcast.io. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview. Pre-Employment Checks and Work Eligibility Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks. HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form Telework Disclaimer This position may be eligible for telework. Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs. #J-18808-Ljbffr FALL CREEK FARM & NURSERY