Business Process Specialist - Records Management

Job Description:

Business Process Specialist - Records Management

Description

Minimum Qualifications
Education and/or Equivalent Experience:

• Graduation with a Bachelor’s degree from an accredited college or university with major coursework in a field related to the job, plus one (1) year experience related to the job.
• Experience may be substituted for education up to a maximum of four (4) years.

Licenses or Certifications:

• None.

Notes to Applicants
The City Clerk’s Office is seeking to fill a Business Process Specialist position. This position will manage the security of records as it relates to tracking new organizational charts, changes, and information and be the single point of contact for the Office of the City Clerk. Responsible for more of the functional and operational duties as it relates to data business projects.

This position will work closely with the Records and Information Management Officer on a variety of duties including:

• Offsite Storage Coordination: Manage the logistics of transferring records to offsite storage facilities, ensuring that records are securely and efficiently packed, transported, and stored.
• Documentation and Reporting: Maintain detailed documentation on the status of records in offsite storage and generate reports as needed for audits or management reviews.
• Records Retrieval and Access: Facilitate the retrieval of records from offsite storage and ensure that access to confidential or sensitive information is granted only to authorized personnel.
• Records Disposal and Destruction: Ensure the secure and compliant disposal of records at the end of their retention period for offsite records.
• Training and Support: Provide training and guidance to staff on proper records management practices, including classification, metadata entry, and offsite storage procedures.

The ideal candidate will be proficient in data analysis, creating spreadsheets, and ensuring accurate record-keeping. Strong attention to detail and the ability to work with datasets are essential for this position.

To view the City of Austin Recruitment Video, please click here!

Assessment: An assessment(s) may be administered as part of the interview process.

When completing the City of Austin employment application:

The City of Austin employment application is an official document; incomplete applications will not be considered. Please be sure that your application is a reflection of your entire work history.

• Please be sure to detail on the application all previous employment that you wish to be considered as part of your qualifications.
• A detailed, complete employment application is required. It helps us to better evaluate your qualifications and will be used to determine salary if you are selected for this position. Be sure to provide job titles and employment dates for all jobs you wish to be considered. Describe your specific experience for each position. Include all job duties, responsibilities, and employment dates.
• A résumé is required, but will not substitute for a complete employment application. Please include contact information from previous employers.
• A cover letter is also required. In the cover letter candidates should describe, in concise detail, their interest in this position and highlight any prior experience that is relevant to this position.

Travel:

If you are selected for this position, and meet the Driver Safety Standards in the City of Austin Driver Safety Program, you may drive when necessary to multiple locations as part of your regular job duties. Otherwise, you are responsible for getting to and from these locations.

Benefits:

Working with the City of Austin provides a number of health and welfare benefits such as low-cost medical, dental, vision, paid leave time, a highly competitive retirement plan, training opportunities, and more. Please click HERE for more information.
Pay Range
$29.23 - $36.54 per hour
Hours
Monday - Friday; 8:00 a.m. - 5:00 p.m.
Telework options may be available after completing a probationary period.
Job Close Date 04/29/2025 Type of Posting External Department Office of the City Clerk Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Professional Location City Hall, 301 W. Second Street, Austin, TX 78701 Preferred Qualifications
Preferred Experience:

• Experience with leading analysis and evaluation of the effectiveness of record-keeping operations using knowledge of professional information governance and management theory, best practices, principles, standards, industry trends, and compliance requirements, and legal retention requirements.
• Knowledge of document management systems, document scanning technologies, content management systems, databases, and business applications.
• Knowledge of professional records and information management theory, best practices, principles, standards, industry trends, and compliance requirements.

Duties, Functions and Responsibilities
Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.


Assists in planning, executing and closing projects in a variety of operational and/or administrative situations related to specific assignments/areas. Develops and maintains databases to support data analysis and research findings for business projects. Assists in preparation of recommendations for implementation of new or revised policies, procedures, and/or process changes/improvements. Writes reports that summarize findings, data collection techniques, implementation options, etc. Establishes project schedules using project planning software/tools, updates, and maintains project status reports. Communicates project/process status. Conducts research, analyzes trends, determines accuracy and relevancy of data/information, and uses sounds judgment to evaluate alternatives. Facilitates and documents meetings, action items, and processes using flowcharting methodologies. Maintains positive working relationships with managers, supervisors, employees and other stakeholders to gain their cooperation and support.

Responsibilities - Supervisor and/or Leadership Exercised:

• None.

Knowledge, Skills and Abilities
Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• Knowledge of business strategies, objectives, planning, development and management processes and process improvement.
• Knowledge of research methodologies, cost/benefit analysis, statistics and financial modeling.
• Knowledge of applicable City of Austin, state and federal statutes, ordinances and codes.
• Knowledge of performance measures, quality improvement programs and project management methods.
• Skill in oral and written communication using a variety of formats including: print communication, electronic format, presentations and telephonic.
• Skill in using computers and related software applications.
• Skill in data analysis and problem solving.
• Ability to quickly recognize and analyze irregular data and situations.
• Ability to work independently and with teams.

Criminal Background Investigation This position does not require a Criminal Background Investigation EEO/ADA
The City of Austin is committed to compliance with the Americans with Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call (512) 974-3210 or Texas Relay by dialing 7-1-1.

The City of Austin will not discriminate against any applicant or employee based on race, creed, color, national origin, sex, gender identity, age, religion, veteran status, disability, or sexual orientation. In addition, the City will not discriminate in employment decisions on the basis of an individual’s AIDS , AIDS Related Complex, or HIV status; nor will the City discriminate against individuals who are perceived to be at risk of HIV infection, or who associate with individuals who are believed to be at risk.
Information For City Employees: If you are an employee within the department, are in good standing and meet both the minimum and preferred qualifications, then you will receive an initial interview.

Supplemental Questions

Required fields are indicated with an asterisk (*).
* The minimum qualifications for the Business Process Specialist position are: Graduation with a Bachelor’s degree from an accredited college or university with major coursework in a field related to the job, plus one (1) year experience related to the job. Experience may be substituted for education up to a maximum of four (4) years. Do you meet these minimum qualifications?

• Yes
• No

* Please describe your experience with leading analysis and evaluation of the effectiveness of record-keeping operations using knowledge of professional information governance and management theory, best practices, principles, standards, industry trends, and compliance requirements, and legal retention requirements.
(Open Ended Question)
* Please describe your knowledge of document management systems, document scanning technologies, content management systems, databases, and business applications.
(Open Ended Question)
* Please describe your knowledge of professional records and information management theory, best practices, principles, standards, industry trends, and compliance requirements.
(Open Ended Question)


Optional & Required Documents

Required Documents Resume Cover Letter Optional Documents