RECORDS ADMINISTRATOR

Full Job Description

Applications Accepted From: ALL PERSONS INTERESTED

Division: Public Health Branch
Location: Various
Workdays & Hours: MONDAY – FRIDAY, 8:00 AM – 5:00 PM; Nights and Weekends as Needed*
*Subject to change

DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS

1. Develops and maintains records management policies, procedures, and retention schedules for the Houston Health Department.

2. Assists divisions and programs with creating and improving records management practices, including retention requirements, vital records protection, filings systems, and media formats.

3. Provides training and guidance on Houston Health Department records management standards and procedures.

4. Ensures compliance with applicable federal, state, and local regulations related to records management; may coordinate with the Texas State Library.

5. Stays current on industry trends and technologies and recommends or implements appropriate improvements.

6. Conducts periodic reviews and audits of file systems to ensure accuracy, integrity, accessibility, and proper disposition of records.

7. Sets up new filing structures and enhances existing systems to improve information access.

8. Supports divisions in purging or archiving records according to approved retention schedules.

9. Assists with archiving needs for the Public Health Branch, including organizing, preparing, and storing records according to retention requirements.

10. Oversees Houston Health Department warehouse-archived boxes and coordinates with programs to ensure they are reviewed annually and destroyed in accordance with approved retention schedules.

11. Processes all Release of Information (ROI) and subpoena requests for Health Centers.

12. Completes required EPIC training to accurately process open records requests.

13. Reviews and merges duplicate patient accounts in EPIC to ensure accurate and complete health records.

14. Assists with Multi Service Centers and Health Center audits.

15. Assists scanning documents into EPIC to avoid delays.

16. Assists with shredding documents.

17. Performs special projects as assigned.

WORK CONDITIONS:
There are no major sources of discomfort, i.e., essentially normal office environment with acceptable lighting, temperature and air conditions.

Requirements

EDUCATIONAL REQUIREMENTS
Requires a Bachelor’s degree in Business Administration or a related fields.

EXPERIENCE REQUIREMENTS
Four (4) years of progressively responsible experience in records management are required.

Responsible professional records management experience may be substituted for the educational requirement on a year-for-year basis.

LICENSE REQUIREMENTS
None

Qualifications

**Preference shall be given to eligible veteran applicants provided such persons possess the qualifications necessary for competent discharge of the duties involved in the position applied for, such persons are among the most qualified candidates for the position, and all other factors in accordance with Executive Order 1-6.**

Additional Information

SELECTION / SKILLS TESTS REQUIRED
Department may administer skills assessment test

PHYSICAL EFFORT:
The position is physically comfortable, the individual has discretion about walking, standing, etc.

PHYSICAL SKILL:
Requires the ability to make coordinated gross motor movements in response to changing external stimuli within moderately demanding tolerances; or the ability to make coordinated eye/hand movements on a patterned response space within low tolerance demands with no real speed requirements.


SAFETY IMPACT POSITION: Yes
If yes, this position is subject to random drug testing and if a promotional position, candidate must pass an assignment drug test.

SALARY INFORMATION: GENERAL FUNDED POSITION


Pay Grade: 23

APPLICATION PROCEDURES
Only online applications will be accepted for this City of Houston job and must be received by the Human Resources Department during active posting period. Applications must be submitted online at: www.houstontx.gov.

To view your detailed application status, please log-in to your online profile by visiting: http://agency.governmentjobs.com/houston/default.cfm or call 832-395-8357.

If you need special services or accommodations, 832-393-4632 (TTY 7-1-1)

If you need login assistance or technical support call 855-524-5627.

Due to the high volume of applications received, the Hiring Department will contact you directly, should you be selected to advance in our recruitment process.

All new and rehires must pass a pre-employment drug test and are subject to a physical examination and verification of information provided.

EOE Equal Opportunity Employment
The City of Houston is committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, genetic information, veteran status, gender identity, or pregnancy.