Records Analyst II

Austin, TX

This position is a hybrid telework position in which you may be required to come into the State Office. Employees are responsible for providing the necessary infrastructure for working at home, including office furnishings (desk, chair, lamps, etc.), and utilities (reliable internet, electricity, telephone). The agency will not reimburse for utilities or any items purchased for use at home, including office supplies, internet service, or maintenance or repair of personally owned equipment. Travel to a regional HHS office for pick up or repair of HHS-issued equipment may be required.

Performs complex records and information management work in the application of records management for the Regulatory Services Program. Work involves maintenance, identification, retrieving, digitizing, processing, redacting and release of open records requests in accordance with state and federal laws. Provides assistance to staff regarding open records requests and records management policies. Receives open records requests from the general public, law enforcement, media, and other internal and external stakeholders. Works with legal counsel and other staff to gather appropriate records and determine cost estimates. Performs appropriate redactions on records. Conducts intensive quality assurance checks on imaged confidential documents. Assists with developing, maintaining, and implementing the agency's records retention schedule as needed. Maintains automated and manual records management tracking systems. Scans, stores, and classifies documents in accordance with federal and state law. Assists with developing and conducting records management training. Communicates on a professional level with others (internally or externally) to provide, exchange, or verify information, answering inquiries, addressing issues, or resolve/report problems or complaints. Responds to inquiries and interprets HHSC rules, regulations, policies and procedures. Works under general supervision, with moderate latitude for the use of initiative and independent judgment.

Essential Job Functions

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other

duties as assigned.

Provides assistance to staff on records management policies and procedures and best practices. Explains and interprets policy and procedure to ensure successful completion of program goals. Serves as conduit for the dissemination of agency records management policies and procedures. Communicates with stakeholders to ensure all responsibilities are discharged appropriately. Provides assistance in locating and retrieving records information in response to open records requests in accordance with the Public Information Act. (15%)

Scans, stores, indexes and classifies paper records for the Regulatory Services division. Coordinates confidential State Office and Regional records for maintenance, retrieval, storage, inventory, retention and destruction. Ensures that public and confidential records necessary to support regulatory decisions affecting Texans are properly controlled, maintained, filed and stored in a secure location. Prepares Regulatory Services permanent documents for off-site storage after documents are scanned and quality assurance check has been approved. Assists Deputy Executive Commissioner Records Coordinator by gathering information to help with the identification of records to ensure they are correctly categorized for records retention. Documents are prepared for storage according to the Texas State Library and Archive Commission. (20%)

Maintains filing, record-keeping and records management systems by entering data. Researches current and closed open records requests with the tracking system(s) HEART and the web-based Open Records Request Log. Validates, researches, authenticates and tracks all requests for records ensuring appropriate routing and timeliness. Extrapolates, edits and redacts documents from the NEUBUS digital filing database while maintaining original, redacted and completed documents in a separate file to be accessed for future requests. Conducts queries and runs reports from the TULIP system related to records requests. Coordinates the communication and tracking of requests for documents from all the regional offices ensuring all documents are received timely. (25%)

Responds to requests for documents under the Texas Open Records Act and/or the Freedom of Information Act for the public, media, attorneys and state/federal agencies. Assists Team Leads in processing open records requests within agency established timeframes. Prepares, redacts and edits documents with the Adobe Acrobat DC program. Interprets and follows the federal and state redaction guidelines and rules for each facility program type when redacting documents. Distributes correspondence, HHSC Regulatory Services inspection reports, facility licensing documents and Waiver application documents. Completes assignments to ensure timely and accurate execution of Records Management Unit responsibilities by corresponding with the requestor, Regional Staff, Team Leads, Disclosure Supervisor and Management. Responsible for ensuring records required for legal proceedings, Freedom of Information Act, Public information Act, customer requests and other activities are complete and available upon request. May function as a Notary Public for the State of Texas. (25%)

Assists with training staff on records management procedures to include but not limited to maintenance, retrieval, storage, inventory, retention, digitizing and destruction procedures. May include participation in the development and enhancement of training materials and webinars. Participate in planning and implementation of upgrades for online file storage (NEUBUS Records Management software). Provide input on procedural/revisions for implementation of the Regulatory Services Records Management Handbook (15%)

Knowledge Skills Abilities

Knowledge of HHSC Regulatory Services programs is preferred.

Knowledge of Texas Open Records Act, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the Freedom of Information Act (FOIA).

Knowledge of state and federal laws, regulations, policies, rules, requirements affecting HHS Regulatory Services is preferred

Knowledge of office practices and customer service practices.

Skill in standard Microsoft Office equipment (Microsoft Excel, Word, and Outlook).

Skilled in good oral and written communication to be able to interact and problem-solve issues.

Skilled in reporting on work product completed.

Ability to track multiple assignments and following up on those that are not resolved.

Ability to adapt quickly to changing circumstances and information.

Ability to effectively prioritize work and recognize when re-prioritization is necessary.

Ability to handle multiple tasks and projects with conflicting deadlines.

Ability to ensure security and confidentiality of sensitive and protected information.

Ability to research, analyze, and evaluate data and information to formulate conclusions and communicate guidance verbally or in writing.

Ability to complete tasks accurately and timely with due dates.

Ability to complete research based on limited information, often within difficult timeframes.

Ability to communicate with internal and external contacts in a professional manner.

Registration or Licensure Requirements Initial Selection Criteria

High School Diploma or GED required. Experience in answering a multi-line phone. Working experience in customer service. Working experience with confidentiality (preferably specific to The Texas Open Records Act and Health Insurance Portability and Accountability Act (HIPAA) of 1996.) Experience with standard Microsoft Office applications (Microsoft Excel, Word, and Outlook) as well as basic office equipment. Additional Information:

Req 584112

Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to: 42A, YN, 0111, 3A1X1. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditor's Military Crosswalk at

MOS Code

42A, YN, 0111, 3A1X1

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Location Austin, TX (78719)
Job Type Full Time
Company Texas Health & Human Services Commission
Posted 8 days ago