Records Coordinator

Records Coordinator

The Harris County Flood Control District (District) is seeking qualified candidates for the Records Coordinator role, responsible for overseeing the intake, processing, compliance, and documentation of all Public Information Act (PIA) requests in accordance with legal and regulatory requirements. This role acts as the District's primary liaison for open records requests, ensures accurate and timely responses, and coordinates across departments to collect and redact records as needed. The coordinator plays a key role in promoting transparency while protecting sensitive information and provides backup administrative support to other critical roles, such as the Commissioners' Court Coordinator.

Essential Duties and Responsibilities:

• Support the PIO and receive, evaluate, and process all incoming PIA requests in compliance with state regulations.
• Monitor and track request deadlines to ensure timely fulfillment.
• Communicate with requestors to clarify requests, provide updates, and manage expectations.
• Collaborate with the County Attorney's Office and the PIO to review responsive records, file exception requests with the Texas Attorney General, and apply appropriate redactions and ensure the confidentiality of sensitive or exempted information.
• Maintain comprehensive and up-to-date records in the request tracking system, primarily using the Harris County enterprise GovQA system.
• File and store documents in the district's document management system as necessary.
• Support Records Team with general administrative tasks, among others.

Commissioners Court Support:

• Document approved agenda, court letters, historical records, and supporting documentation required for department projects and divisions.
• Maintain and organize Court action documentation.
• Record final agenda actions in internal District systems.
• Scan and upload documents into AppXtender and other relevant records management systems.
• Support the Agenda Team when needed as backup during Commissioners Court and support with agenda and RCA workflow processes.

Additional Responsibilities and Duties:

• Assist with department or District projects, as needed.
• Attend seminars, conference workshops, re-certification, or other training programs.
• Assume additional responsibilities as required, adapting to the evolving demands, responsibilities, needs, and objectives of the District.

Harris County is an Equal Opportunity Employer. If you need special services or accommodations, please call View phone number on click.appcast.io or email View email address on click.appcast.io.

Requirements:

• Bachelor's degree in Public Administration, Business Administration, Communication, Legal Studies, or related field from an accredited college or university.
• Five (5) years of progressive experience in public records management, legal compliance, governmental operations, or a related administrative or legal field.
• Valid Class "C" Texas Driver's License.

Knowledge Skills, and Abilities:

• Excellent organizational, analytical, and time-management skills.
• Knowledge of the Texas Public Information Act and related compliance requirements.
• Strong written and verbal communication skills with attention to detail.
• Proficient in using databases, spreadsheets, and digital document management tools.
• Familiarity with legal and governmental documentation standards.
• Ability to work independently and collaboratively across departments.
• Skilled in handling sensitive information with a high degree of discretion.

NOTE: Qualifying education, experience, knowledge, and skills must be documented on your job application. You may attach a resume to the application as supporting documentation but ONLY information stated on the application will be used for consideration. "See Resume" will not be accepted for qualifications.

Preferences:

• Experience with enterprise records tracking databases or workflow automation tools.
• Certification in Public Records or Records Management.

General Information:

• Position Type, Salary: Regular | Full-Time | 40 hours per week
• Salary: To be discussed at interview
• Location: Chief of Staff | 9900 Northwest Freeway Houston, Texas 77092

Physical Demands and Environmental Exposure: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

• Prolonged sitting for extended periods of time.
• Occasional walking up and down steep slopes of ditches or on rough and uneven surfaces or ground, such as sloping terrain, plowed or furrowed areas, or construction sites.
• Occasional stooping, bending, reaching, lifting, and carrying of items up to 11 pounds and occasional lifting of up to 20 pounds.
• Occasional sorting, filing, shelving, and handling of files, documents, books, file drawers, and related materials and equipment required for clerical operations.
• Occasional ascending/descending stairs, driving of a vehicle with automatic controls.
• Work is performed indoors in a typical office environment with acceptable lighting, temperature, air conditioning, and noise levels.

Employment may be contingent on passing a drug screen and meeting other standards. Due to a high volume of applications positions may close prior to the advertised closing date or at the discretion of the Hiring Department.