Business Process Specialist - Records

Posting Title Business Process Specialist

• Records Job Requisition Number COA091773 Position Number 118796 Job Type Full-Time Division Name City Clerk 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 Business Process Specialist must have experience working in cross functional teams, knowledge of training methodologies and techniques. This position provides consulting services to other City Departments on professional records and information management theory, best practices, principles, standards, industry trends, technologies, and compliance requirements. Working directly with City Departments to analyze the data retained by each office, evaluate business processes to ensure compliance with both Records Management and Security requirements. Will work closely with the Chief Information Security Office on a variety of projects including data classification as well as with the Law Department, IT Management, Austin History Center, etc. to implement Information Governance practices and recommendations.

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.

If you are selected as a top candidate:

• Verification of your education (which may include high school graduation or GED, undergraduate and/or graduate degrees) will be required. You must provide proof of education from an accredited organization/institution.

• And are in the military or a veteran, you will need to provide a copy of your DD-214 prior to confirming a start date.

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

Pay Range

$28.85 - $36.06

Hours

Monday

• Friday; 8:00 a.m.

• 5:00 p.m.

This position is in-person with two-days of telework per week upon completion of probationary period.

Job Close Date 06/10/2024 Type of Posting External Department Office of the City Clerk Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Professional Location 301 W. Second Street Preferred Qualifications

Preferred Experience:

• Leads analysis and evaluation of the effectiveness of record-keeping operations City-wide using knowledge of professional information governance and management theory, best practices, principles, standards, industry trends, and compliance requirements, and legal retention requirements.

• Provides technical and best practice recommendations and participates in the development and information of the City-wide records and information management program including indexing, archival, retention, disposition, and classification policies, standards, and procedures.

• Knowledge of document management systems, document scanning technologies, content management systems, databases, and department/enterprise business applications.

• Certification in information governance/information management (Certified Records Manager, Information Governance Professional, Certified Information Professional or similar certification) is preferred. 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.

1.Assists in planning, executing and closing projects in a variety of operational and/or administrative situations related to specific assignments/areas.

2.Develops and maintains databases to support data analysis and research findings for business projects.

3.Assists in preparation of recommendations for implementation of new or revised policies, procedures, and/or process changes/improvements.

4.Write reports that summarize findings, data collection techniques, implementation options, etc.

5.Establishes project schedules using project planning software/tools, updates and maintains project status reports. Communicate project/process status.

6.Conduct research, analyze trends, determine accuracy and relevancy of data/information, and use sounds judgment to evaluate alternatives.

7.Facilitates and documents meetings, action items, and processes using flowcharting methodologies.

8.Maintains positive working relationships with managers, supervisors, employees and other stakeholders to gain their cooperation and support.

Responsibilities

• Supervision 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

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.