What are the responsibilities and job description for the HR Records Management Specialist II position at Texas Health and Human Services?
Date: Mar 24, 2026
Location:
AUSTIN, TX
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: HR Records Management Specialist IIJob Title: Human Resources Spclst IIAgency: Health & Human Services CommDepartment: HR STAFFPosting Number: 15268Closing Date: 04/07/2026Posting Audience: Internal and ExternalOccupational Category: Office and Administrative SupportSalary Range: $3,793.41 - $3,800.00Pay Frequency: Monthly
Salary Group: TEXAS-B-18Shift: Day
Additional Shift
Telework: Eligible for Telework
Travel
Regular/Temporary: RegularFull Time/Part Time: Full timeFLSA Exempt/Non-Exempt: Nonexempt
Facility Location:
Job Location City: AUSTIN
Job Location Address: 4601 W GUADALUPE ST
Other Locations:
MOS Codes: 0102,0111,0147,0170,0171,4801,4802,4803,4804,4810,4821,8411,8412,8421,8422,8840,120X,168X,38FX,3F0X1
3F3X1,3F4X1,3F5X1,3G0X1,420A,42A,42B,42H,641X,70F,741X,79R,79S,79T,79V,83R0,87Q0,8R000,8R200,8R300
99G0,NC,NCC,NCR,PERS,PS,RCM10,SEI11,YN,YNS
Brief Job Description
The Health and Human Services Commission is seeking a highly qualified candidate for the Human Resources II – Records Specialist position. Performs human resources records management and technical assistance work. Work involves assisting in the administration of a human resources records management program and ensuring compliance with state and federal employment laws, regulations, and policies. Assists in completion of special records management assignments. Maintains workload and program statistical reports. Works under general supervision with latitude for the use of initiative and independent judgment.
Essential Job Functions (EJFs)
Reviews incoming employment documents completed by newly hired employees and their supervisors for completeness and accuracy of information and for compliance with federal, state, and Health and Human Services (HHS) mandates, policies, and procedures. Utilizes a computerized database system to verify employee identification numbers, social security numbers, agency hire/rehire dates, state agency names, and other employment data. (15%).
Notates which required documents have been received in the electronic Records Management System (RMS) database. Notifies supervisors of missing, incomplete, or incorrect New Hire documents. Monitors due dates to ensure missing or corrected documents are received. (10%)
Inputs I-9 data into the E-Verify system. Coordinates with employees, hiring officials, and management to ensure adherence to E-Verify policies and procedures. (20%)
Audits Master Personnel Files to identify missing and/or incomplete employment documents for previously hired employees. Notifies supervisors via e-mail of missing, incomplete, or incorrect employment documents. Monitors due dates and prepares an Excel spreadsheet listing employees with missing/incomplete documents. (10%)
Researches records management issues. Retrieves/copies employment records that have been scanned. Mails, e-mails and faxes documents to approved individuals. (5%)
Utilizes the electronic content management application (OnBase) to ingest master personnel file documents. (20%)
Clarifies records management policies and procedures for HHS agency supervisors, managers, and staff. Assists in completion of various records management special projects. (10%)
Collects and reports statistics, including those related to incoming documents processed by the Records Management Section's employees. (10%)
Knowledge Of
Knowledge, Skills and Abilities (KSAs):
N/A
Initial Screening Criteria
Experience in human resources preferred.
Experience with use of computer programs and systems and databases.
Experience with employee and human resources records management.
Experience working with CAPPS HCM or other HR/payroll administration software preferred.
Additional Information
Salary Note: The salary offered will follow HHSC starting salary guidelines.
Must be eligible to become a Texas Notary Public.
This position has the capability to telework on a part-time basis. Selected candidate must have the ability to provide a personal home internet service. The selected candidate(s) must also have a home office location free from distractions that will provide the ability to ensure confidentiality of work product.
Review our Tips for Success when applying for jobs at DFPS, DSHS and HHSC.
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 to those 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 1-888-894-4747. 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.
Nearest Major Market: Austin
Location:
AUSTIN, TX
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: HR Records Management Specialist IIJob Title: Human Resources Spclst IIAgency: Health & Human Services CommDepartment: HR STAFFPosting Number: 15268Closing Date: 04/07/2026Posting Audience: Internal and ExternalOccupational Category: Office and Administrative SupportSalary Range: $3,793.41 - $3,800.00Pay Frequency: Monthly
Salary Group: TEXAS-B-18Shift: Day
Additional Shift
Telework: Eligible for Telework
Travel
Regular/Temporary: RegularFull Time/Part Time: Full timeFLSA Exempt/Non-Exempt: Nonexempt
Facility Location:
Job Location City: AUSTIN
Job Location Address: 4601 W GUADALUPE ST
Other Locations:
MOS Codes: 0102,0111,0147,0170,0171,4801,4802,4803,4804,4810,4821,8411,8412,8421,8422,8840,120X,168X,38FX,3F0X1
3F3X1,3F4X1,3F5X1,3G0X1,420A,42A,42B,42H,641X,70F,741X,79R,79S,79T,79V,83R0,87Q0,8R000,8R200,8R300
99G0,NC,NCC,NCR,PERS,PS,RCM10,SEI11,YN,YNS
Brief Job Description
The Health and Human Services Commission is seeking a highly qualified candidate for the Human Resources II – Records Specialist position. Performs human resources records management and technical assistance work. Work involves assisting in the administration of a human resources records management program and ensuring compliance with state and federal employment laws, regulations, and policies. Assists in completion of special records management assignments. Maintains workload and program statistical reports. Works under general supervision with latitude for the use of initiative and independent judgment.
Essential Job Functions (EJFs)
Reviews incoming employment documents completed by newly hired employees and their supervisors for completeness and accuracy of information and for compliance with federal, state, and Health and Human Services (HHS) mandates, policies, and procedures. Utilizes a computerized database system to verify employee identification numbers, social security numbers, agency hire/rehire dates, state agency names, and other employment data. (15%).
Notates which required documents have been received in the electronic Records Management System (RMS) database. Notifies supervisors of missing, incomplete, or incorrect New Hire documents. Monitors due dates to ensure missing or corrected documents are received. (10%)
Inputs I-9 data into the E-Verify system. Coordinates with employees, hiring officials, and management to ensure adherence to E-Verify policies and procedures. (20%)
Audits Master Personnel Files to identify missing and/or incomplete employment documents for previously hired employees. Notifies supervisors via e-mail of missing, incomplete, or incorrect employment documents. Monitors due dates and prepares an Excel spreadsheet listing employees with missing/incomplete documents. (10%)
Researches records management issues. Retrieves/copies employment records that have been scanned. Mails, e-mails and faxes documents to approved individuals. (5%)
Utilizes the electronic content management application (OnBase) to ingest master personnel file documents. (20%)
Clarifies records management policies and procedures for HHS agency supervisors, managers, and staff. Assists in completion of various records management special projects. (10%)
Collects and reports statistics, including those related to incoming documents processed by the Records Management Section's employees. (10%)
Knowledge Of
Knowledge, Skills and Abilities (KSAs):
- HHS agency and human resources policies, procedures, and practices.
- Time management principles and practices.
- Current records management administration and maintenance policies, procedures, and practices.
- Using a personnel computer, MS Office Applications, and human-resources related software applications.
- Handling multiple tasks and prioritizing
- Correctly enter data into an electronic database and scanning system.
- Meet specified deadlines.
- Research record management issues, organize efficiently, learn scanning techniques, problem solve records issues and follow detailed, complex instructions.
- Explain the day-to-day activities of the section to new staff members.
- Prepare and maintain records, files, and reports.
- Explain policies and procedures to staff and members of the general public.
- Be courteous and respectful in all interactions with clients, peers, coworkers, vendors, contractors, and any other people the employee meets during their job.
- Maintain confidential and sensitive information and to communicate effectively.
N/A
Initial Screening Criteria
Experience in human resources preferred.
Experience with use of computer programs and systems and databases.
Experience with employee and human resources records management.
Experience working with CAPPS HCM or other HR/payroll administration software preferred.
Additional Information
Salary Note: The salary offered will follow HHSC starting salary guidelines.
Must be eligible to become a Texas Notary Public.
This position has the capability to telework on a part-time basis. Selected candidate must have the ability to provide a personal home internet service. The selected candidate(s) must also have a home office location free from distractions that will provide the ability to ensure confidentiality of work product.
Review our Tips for Success when applying for jobs at DFPS, DSHS and HHSC.
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 to those 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 1-888-894-4747. 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.
Nearest Major Market: Austin
Salary : $3,793 - $3,800