What are the responsibilities and job description for the TWDB - 26-77: Business Operations Records Specialist (Program Specialist III) position at Texas Water Development Board?
- Must meet agency in-office requirements**
- Salary commensurate with experience and qualifications***
Leading the state’s efforts in ensuring a secure water future for Texas.
WORKING AT THE TWDB
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Find out why the TWDB is a great place to work .
Make a positive difference for the state of Texas. We encourage you to apply for positions that match your qualifications.
Benefits
The Texas Water Development Board (TWDB) offers a competitive compensation and benefits package including medical, dental, vision, 401(k), flexible spending, and flexible work alternatives so you can have a work/life balance! For more information about these benefits and more visit:
http://www.twdb.texas.gov/jobs/benefits.asp .
Please visit TWDB Career Page: http://www.twdb.texas.gov/jobs/ for more information.
MILITARY EMPLOYMENT PREFERENCE
Veterans, Reservists or Guardsmen with an MOS or additional duties that fall in the fields of OS Operations Specialist, 16GX Air Force Operations Staff Officer, 612X LDO - Operations, Surface , or other related fields pertaining to the minimum experience requirements may meet the minimum qualifications for this position and are highly encouraged to apply.
Additional Military Crosswalk information can be accessed at
https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_ProgramManagement.pdf
General Description
Performs complex (journey-level) records and information management work. Work involves researching, implementing, and maintaining records management structure and techniques in various platforms. Maintains a large complex filing system including monitoring and auditing active files within the Office of Water Supply and Infrastructure (WSI). Maintains contacts and coordinates with intra-agency/inter-agency personnel, elected/appointed officials, and the public to assure compliance with the agency records retention schedule, policies, procedures, disposition and practices. May train others. Works under general supervision, with moderate latitude for the use of initiative and independent judgement. Reports to Manager of the Business Operations Department.
Essential Job Functions
- Participates in the development and implementation of goals, objectives, policies, and priorities for the management of records in the Water Supply & Infrastructure (WSI) Office.
- Reviews the effectiveness of the WSI’s record-keeping practices, records management systems, and proposes recommendations for improvement.
- Tracks external divisional documents submitted to WSI for retrieval and/or accurate retention and disposition of files.
- Monitors or audits files as part of the project review process to ensure complete records.
- Scans, stores, indexes, and classifies records including internal work process documents.
- Sets up and maintains complex file systems within WSI by collecting and organizing records in accordance with established policies, procedures, and the TWDB retention schedule regardless of format, system, or storage location.
- Gathers information to help with the identification of records to ensure they are correctly categorized for records retention.
- Performs daily electronic-based filing activities, including creating files with labels, interfiling documents, and/or re-filing.
- Performs accurate data entry and maintenance into records management and project tracking databases, logs, and spreadsheets such as TxWISE (Agency database).
- Utilizes Office 365 applications, including MS Teams, SharePoint, Planner, and others.
- Performs complex searches of files and databases for requested project information of critical projects.
- Provides customer service excellence to all customers and responds daily to inquiries.
- Assists employees on a variety of matters related to records and information management.
- Ensures the ongoing maintenance of document reference tools.
- Provides consultative services and technical assistance to staff to plan, implement, and monitor an effective records program.
- Assists WSI staff in locating and retrieving records for Public Information Request requests.
- Promotes an environment that encourages teamwork, accountability, professional development, and improvement in performance.
- Maintains confidential and sensitive information.
- Ensures individual and team files (electronic and hard versions) are appropriately maintained and timely disposed on in accordance with the agency’s records retention procedures and schedule.
- Maintains required certifications and licenses and meets the continuing education needs and requirements of the position to include, attending mandatory training courses.
- May be required to operate a state or personal vehicle for business purposes.
- Performs other duties as assigned.
MINIMUM QUALIFICATIONS
- Graduation from an accredited four-year college or university with a bachelor's degree.
- Three years of relevant work experience in records management.
- Relevant education and experience can be substituted for each other on a year-for-year basis.
- More than five years of relevant work experience in records management.
- Experience with data entry into databases.
- Experience developing and conducting training for staff.
- Experience with SharePoint file management systems.
- Knowledge of local, state, and federal laws and regulations relevant to the Water Supply & Infrastructure Office.
- Knowledge of the principles and practices of public administration.
- Knowledge of complex office practices and administrative procedures, including record keeping and records management, telephone techniques, and report writing.
- Knowledge of proper document construction and editorial enhancement techniques.
- Knowledge of operating computers, software applications, and peripheral devices.
- Skills in using Microsoft Office programs such as Word, Excel, Access, Teams, SharePoint, and Outlook.
- Skills in use of internet, email, word processing, spreadsheet, presentation, and database software.
- Skills in preparing and maintaining accurate records, reports, documents and correspondence and meeting deadlines.
- Skills in communicating effectively in writing as appropriate for the needs of the audience.
- Skills in talking to others to convey information effectively.
- Skills in actively looking for ways to help people.
- Ability to maintain the security or integrity of critical infrastructure within Texas.
- Ability to meet agency in-office requirements.
- Ability to adhere to work schedules, follow procedures with respect to leave and submit accurate timesheets by prescribed deadlines.
- Ability to make mature, objective decisions and identify areas of potential problems.
- Ability to perform effectively and willingly when changes occur in scope and nature of the work and work environment.
- Ability to perform routine and non-routine work assignments accurately and on-time with little or no supervision.
- Ability to perform assigned duties and improve work habits and/or output.
- Ability to interpret policies, procedures, and regulations.
- Ability to provide prompt, courteous and accurate assistance and clear and concise communication to all stakeholders both verbally and in writing.
- Ability to establish and maintain effective working relationships with a variety of individuals including executives, agency staff, and/or the public.
- Ability to complete tasks and projects in a timely manner and persist until tasks are completed.
- Ability to interpret policies, procedures, and regulations.
- Ability to timely and accurately balance and successfully complete a heavy workload with numerous deadlines.
- Ability to handle administrative, sensitive, and confidential issues.
- Ability to work and cooperate with others in a team environment.
- Ability to manage multiple tasks.
- Ability to stand/sit/move with no physical limitations or aids to perform activities such as retrieve/replace files in a large file system for boxes up to 30 lbs.
- Ability and willingness to travel 5% of the time, primarily within the State of Texas.
- Ability to operate a vehicle (state or personal) for state business and maintain a driver’s license and driving record that complies with state and agency requirements.
- Ability to work shifts that may exceed eight hours, including early mornings, nights, and weekends.
- Ability to train others.
- A copy of required academic transcripts and/or licensures and driving record must be submitted at the time of hire. Failure to provide required documentation will result in no further consideration for employment.
- Important Notice: Otherwise qualified candidates who are ultimately considered for potential employment with the Texas Water Development Board may be the subject of a request for any criminal history record information maintained by the Texas Department of Public Safety (DPS). Evidence of a criminal conviction or other relevant information obtained from the DPS shall not automatically disqualify an individual from employment with the Texas Water Development Board.
- Work In Texas (WIT) applicants must complete the supplemental questions to be considered for the posting. To complete the supplemental questions please go to CAPPS Recruit to register or login and access your profile.
- Reference checks will be conducted on top candidate for the position and may include outreach to current and/or former supervisors. Reference checks for top candidates currently employed by the TWDB will include outreach to current supervisors.
- Candidate must be able to report to and work from the noted work location and comply with the agency’s Return to Office (RTO) requirements.
- The Texas Water Development Board does not discriminate on basis of race, color, national origin, sex, religion, sexual orientation, age, or disability in employment or provision of services, programs, or activities.
- Males born on or after January 1, 1960, will be required to present proof of Selective Service registration on the first day of employment or proof of exemption from Selective Service registration requirement.
- All offers of employment are contingent upon the candidate having legal authorization to work in the United States. Failure to present such authorization within the time specified by the U.S. Department of Labor will result in the offer being rescinded.
- An evaluation of your coursework must be uploaded if you have obtained a degree(s) from a school outside of the United States; otherwise, you will not receive credit for degree progress and completion.
- Candidates must be eligible to work in the United States without requiring sponsorship.
- Resumes will not be accepted in place of a completed State of Texas application unless indicated.
- TWDB participates in E-Verify! Information from each new employee’s Form I-9 will be provided to the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS) to confirm work authorization.
- Employment with the Texas Water Development Board (TWDB) is on an at- will basis.
- The TWDB is in compliance with the Americans with Disabilities Act and makes reasonable accommodations for applicants and employees with disabilities. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits of employment, please contact the Human Resources Division for assistance at (512) 475-2142. Deaf and hard of hearing applicants may contact our office via Relay Texas at 1-800-735-2989 (TTY/TDD).
Texas Water Development Board
Stephen F. Austin Building
1700 North Congress Avenue
Austin, Texas 78701
hr@twdb.texas.gov
Phone: (512) 475-2142