Documentation Clerk

Texas Department of State Health Services; Austin (TX); On-site; USD 30,000 - 37,000; Full time

Benefits offered by this job

Telework eligible

Up to 10% travel

Job summary

Texas Department of State Health Services in Austin seeks a Documentation Clerk (Clerk III) to provide administrative and clerical support to the Congenital Syphilis program. The role covers record retrieval, data entry, and file management, under supervision of the Congenital Syphilis Manager.

Responsibilities include handling standard inquiries, preparing charts, organizing records, and assisting with program reporting deadlines. Telework is eligible; travel up to 10% may be required.

Qualifications

• Graduation from standard high school or equivalent; college preferred.
• Three years’ experience with records management, information systems, process analysis or related experience (preferred with a Texas state agency).
• Experience developing and maintaining records retention schedules, policies and procedures (preferred).

Responsibilities

• Attends work on a regular and predictable schedule in accordance with agency leave policy.
• Identify and retrieve records from various agencies; organize and catalog requests; follow up for records.
• Manage scanning and electronic storage of records in compliance with HIPAA, PHI, ePHI; conduct inventories and secure removal of records.
• Collaborate with team to ensure completeness of case investigations and provide regular updates on record-related calculations.
• Maintain and input on standard operating procedures for records requests and storage; review discrepancies.

Skills

Computers

Office software

Multi-tasking

Communication

Education

High school diploma or equivalent

Tools

Records management systems

Job description

Date: Aug 24, 2026

Location: AUSTIN, TX

DSHS is committed to hiring skilled and dedicated individuals who share a passion for public health to pursue our vision of A Healthy Texas. If you are looking to make an impact and tackle new challenges, we encourage you to consider a career with us.

Employee Benefits

DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS).

Functional Title: Documentation Clerk

Job Title: Clerk III

Agency: Dept of State Health Services

Department: Congenital Syphilis

Posting Number: 20449

Closing Date: 09/07/2026

Posting Audience: Internal and External

Occupational Category: Office and Administrative Support

Salary Range: $2,694.33 - $3,320.33

Pay Frequency: Monthly

Salary Group: TEXAS-A-11

Shift: Day

Telework: Eligible for Telework

Travel: Up to 10%

Regular/Temporary: Regular

Full Time/Part Time: Full time

FLSA Exempt/Non-Exempt: Nonexempt

Facility Location

Job Location City: AUSTIN

Job Location Address: 1100 W 49TH ST (RDM)

Other Locations: MOS Codes: 0100,0111,0160,0161,0170,3051,3372,3432,4133,6042,6046,6617,6672,15P,3F5X1,420A,42A,56M,68G,741X

8A200,AZ,CS,F&S,LS,LSS,PERS,PS,RP,RS,SK,SN,YN,YNS

Brief Job Description

Clerk III performs highly complex (senior level) clerical work for the Congenital Syphilis program under the supervision of the Congenital Syphilis Manager. This position will be responsible for providing administrative and clerical support, including answering standard inquiries about policies and procedures, assisting the public and staff with forms, and delivering information by phone or mail. Duties include performing basic calculations, preparing charts and tables, searching public records, and managing files, materials, and supplies. Reviews and reconciles documents for accuracy, coordinates surplus property activities, and conducts inventories. Supports program specialists and epidemiologists, recommends improvements to forms or records, and works under limited supervision with moderate latitude for independent judgment. To perform these job duties, this position may require working extra hours needed to meet defined deadlines and support the agency’s mission critical reporting requirements.

Essential Job Functions

• Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
• EJF1. Identify and retrieve records from the following agencies: medical offices, hospitals, police departments, medical examiners, and others as it relates to pregnancy-associated deaths in Texas. Organize and catalog record requests and records that are received in accordance with state and departmental statutes. Follow-up with agencies for records as needed. (40%).
• EJF2. Manages the scanning and electronic storage of medical and other records in accordance with HIPPA; PHI; and ePHI regulations with administrative support with the management of confidential records. Process and sort records according to departmental standard operating procedures. Ensures the proper destruction of physical and electronic records. Conduct inventories of physical and electronic records by tracking requests, receipt, and destruction of records based on departmental timelines. Coordinates the secure removal of physical records. (35%).
• EJF3. Works in close collaboration with other Congenital Syphilis Epidemiology and Surveillance team staff to exhaust all opportunities for record retrieval and provides input on the completeness of case investigation for the Congenital Syphilis team . Provide regular updates on simple calculations including the number of records received, the time elapsed between initial request, follow-ups, and records receipt. Provide input on novel methods to identify and retrieve records. (10%).
• EJF4. Maintains and provides input on standard operating procedures related to records request and storage. Recommends modifications to records request templates, phone scripts, storage methods, and standard operating procedures. Reviews and reconciles discrepancies or inconsistencies in case pipeline summaries, records request forms, records from external agencies, and similar documents. (10%).
• EJF5. Performs other duties as assigned including but not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. To perform these job duties, this position may require working extra hours needed to meet defined deadlines and support the agency’s mission critical reporting requirements (5%).

Knowledge

• Knowledge of office procedures; spelling, punctuation, and grammar; arithmetic business or program terminology, methods, and procedures.
• Knowledge of professional records and information management theory, best practices, principles, standards, technologies, and requirements.
• Knowledge of their sections and unit’s services and operations and the records, data, and information systems that support them.
• Knowledge of departmental practices, policies, and procedures.
• Knowledge of local, state, federal guidelines, laws, and regulations related to records and information management including PHI, PII, ePHI, and HIPPA.

Skills

• Skill in the use of computers and office equipment.
• Skill in implementing records management systems.
• Skill in multi-tasking and prioritizing job duties.
• Skill using computers and standard desktop software applications.
• Skill in oral and written communication.

Ability

• Ability to prepare and maintain records, files, and reports; to transfer stock from one location to another; and to communicate effectively.
• Ability to make arithmetic computations.
• Ability to work with all levels of staff.

Registrations, Licensure Requirements or Certifications: N/A.

Initial Screening Criteria

• Graduation from a standard high school or equivalent but college preferred. Experience may be substituted for the required education on a year-to-year basis.
• Three years’ experience with records management, information systems, process analysis or related experience, preferred with a Texas state agency.
• Experience developing and maintaining records retention schedules, policies and procedures, preferred with a Texas state agency.

Active Duty, Military, Reservists, Guardsmen, And Veterans

Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified for this position. For more information see the Texas State Auditor’s Military Crosswalk at https://hr.sao.texas.gov/CompensationSystem/JobDescriptions/.

ADA Accommodations

In compliance with the Americans with Disabilities Act (ADA), DSHS will provide reasonable accommodation during the hiring process for individuals with a qualifying disability. If reasonable accommodation is needed to participate in the interview process, please notify the person who contacts you to schedule the interview. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747 or via email at [e-mail].

Salary Information, Pre-employment Checks, And Work Eligibility

• The salary offered will follow DSHS starting salary guidelines. Any employment offer is contingent upon available budgeted funds.
• Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.
• DSHS uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 form

Nearest Major Market: Austin