Texas Water Development Board · 1 month ago
TWDB - 26-26: Business Operations Records Specialist (Program Specialist III)
Austin, TX
Full-time
Onsite
Mid, Senior Level
3+ years expThe Texas Water Development Board (TWDB) is dedicated to ensuring a secure water future for Texas. The Business Operations Records Specialist will be responsible for managing records and information, maintaining a complex filing system, and ensuring compliance with agency records retention policies.
Government Administration
No H1B
Responsibilities
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 both internal and external 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
Qualification
Required
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
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 internal and external 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 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
Preferred
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
Benefits
Medical
Dental
Vision
401(k)
Flexible spending
Flexible work alternatives
Company
Texas Water Development Board
Leading the state’s efforts in ensuring a secure water future for Texas.
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
Dennis Kyhos CPA, CGMA, MBA
Financial Compliance - Manager, CFO to GO
Lauren Munguia
Chief Communications Officer
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