Lead Open Records Coordinator

Texas Health & Human Services Commission; Oregon; Hybrid; USD 45,000 - 71,000; Full time

Benefits offered by this job

Health insurance

Retirement plans

Paid vacation and holidays

Dental, vision, life insurance

Flexible spending accounts

Employee discounts

Public Service Loan Forgiveness

Job summary

The Records Analyst III position with the Texas Department of Family and Protective Services (DFPS) leads the agency’s records and information management program, focusing on open records and compliance under the Public Information Act. The role may supervise others and requires initiative, accuracy, and a solid knowledge of records processes.

Based in Austin with telework eligibility, the role emphasizes developing and maintaining filing systems, responding to records requests, and ensuring

Qualifications

• Graduation from an accredited four-year college or university with a bachelor’s degree. Experience in public records processing or records management is a plus.

Responsibilities

• Coordinate and respond to agency records requests with legal counsel and staff.
• Ensure timely responses in line with the Public Information Act and state statutes.
• Oversee filing systems, data entry for records tracking, and retrieval processes.
• Supervise staff as needed and maintain data accuracy across records systems.
• Develop training materials and conduct records management education for staff.

Skills

Records management

Public Information Act

Microsoft Suite

Data analysis

Education

Bachelor's degree

Job description

About DFPS

The Texas Department of Family and Protective Services (DFPS) works to build on strengths of families and communities to keep children and vulnerable adults safe, so they thrive. We do this through investigations, services, and referrals.

What You Get Beyond Your Paycheck

• 100% paid health insurance for you, and 50% paid for eligible family members - saving you hundreds every month in out-of-pocket medical costs
• Retirement plans with lifetime monthly payments after five years of state service, plus options to save even more with 401(k) and 457 plans
• Paid vacation, holidays, and sick leave so you can recharge and take care of life outside work (that’s time off you’re actually paid for)
• Optional dental, vision, and life insurance - at rates much lower than most private plans
• Flexible spending accounts for added tax savings on health and dependent care
• Employee discounts on things like gym memberships, electronics, and entertainment
• You also might qualify for Public Service Loan Forgiveness, which could help you pay off federal student loans faster

Job Details

• Functional Title: Lead Open Records Coordinator
• Job Title: Records Analyst III
• Agency: Dept of Family & Protectve Svc
• Department: Records Management
• Posting Number: 22765
• Closing Date: 11/10/2026
• Posting Audience: Internal and External
• Occupational Category: Office and Administrative Support
• Salary Range: $4,020.33- $6,335.66
• Pay Frequency: Monthly
• Salary Group: TEXAS-B-19
• Shift: Day
• Additional Shift: Telework
• Telework: Eligible for Telework
• Travel: Up to 10%
• Regular/Temporary: Regular
• Full Time/Part Time: Full time
• FLSA Exempt/Non-Exempt: Nonexempt
• Facility Location: AUSTIN
• Job Location Address: 4900 N LAMAR BLVDOther Locations:

Brief Job Description

The Records Analyst III performs advanced (senior-level) records and information management work in DFPS’ Records Management Group (RMG) Division to protect, provide, and preserve the agency’s records. Work involves overseeing and designing, evaluating, reviewing, recommending, implementing, updating, and maintaining DFPS’ records and information management program, specifically with the Open Records area. The position may supervise the work of others and works under limited supervision, with considerable latitude for the use of initiative and independent judgment.

Essential Job Functions

• Coordinates and assists with responding to agency records requests with legal counsel and other employees, gathers appropriate records in accordance with the Public Information Act and other applicable laws, ensures appropriate redaction and release based on entitlement, and oversees cost estimates when applicable.
• Ensures responses to requests for governmental records is within the time period mandated by the Texas Public Information Act and other state statutes.
• Coordinates the gathering of the requested information within all divisions of DFPS and disseminates requests to appropriate departments.
• Redacts or reviews redaction in confidential records before releasing documents to entitled parties.
• Oversees the design and implementation of filing systems and filing procedures.
• Ensures the entry of data into records request tracking and inventory systems is accurate to facilitate retrieval, distribution, and disposition of agency records.
• Oversees staff properly analyzes, validates, and researches all requests for records, ensuring appropriate routing and timeliness. Assists as needed.
• Prepares, edits, and submits reports to management on work product.
• Oversees the classification, storage, access, and retrieval of agency records and information.
• Assists in the planning and coordination of agency-wide records and information management program, including records creation, retention, retrieval, maintenance, protection, storage, and disposition.
• Stays current on federal and state records and information management law and applicable rules and agency policy and procedures.
• Maintains proficiency in current technology applicable to records and information management and related technology.
• Coordinates, develops, and conducts records management training for agency staff and contractors.
• Develops and presents records and information management education programs for agency staff and contractors, including consultative services and technical assistance as required.
• Assess training needs and develop program and schedule to meet those needs.
• Conceptualize training materials based on data and research.
• Advises and assists agency staff on a variety of matters related to records and information management including the most complex and sensitive records.
• Collaborates with the record liaisons for purposes of training, recommendations for procedures and implementation in each business area.
• Verbal and written communication with internal and external customers on questions or concerns regarding records products and services, while also following agency guidance and observing any legal restrictions on information sharing.
• Participates in the development and implementation of goals, objectives, policies, and priorities for the management of records.
• Reviews the effectiveness of the agency’s record-keeping practices and records management systems and proposes recommendations for improvement.
• Prepares administrative reports, studies, and specialized research projects.
• Evaluates staff performance based on data and program standards.
• Performs quality assurance duties including monitoring, inspecting, and proposing measures to correct or improve final products and process compliance in order to meet established quality standards.
• May assist in developing and conducting surveys, inspections, or reviews to determine compliance with records management requirements, laws, regulations, policies and procedures.
• May supervise the work of others.
• Performs related work as assigned.
• Promotes and demonstrates appropriate respect for cultural diversity among coworkers and all work-related contacts.
• Attends work on a regular and predictable schedule in accordance with agency leave policy.

Knowledge, Skills and Abilities

• Knowledge of foundational records management theory and practice; Knowledge of records management laws, regulations, rules, policies and procedures; and concepts of information governance of various phases of records and information management.
• Experience in interpreting and applying the Public Information Act.
• Skill in the use of a computer and applicable software (e.g. Microsoft Suite).
• Skill in planning and prioritizing work activities and delegating work assignments as needed.
• Skill in research activities in a fast-paced business environment.
• Skilled in developing reports and making presentations on work-related activities.
• Skill in establishing and maintaining effective working relationships with various levels of personnel in governmental entities and external customers.
• Ability to research, analyze, and evaluate data and information to formulate conclusions and communicate guidance verbally or in writing.
• Ability to apply standardized information management strategies and procedures to unusual and/or critical situations.
• Ability to follow and implement administrative procedures to maintain unit functions.
• Ability to maintain confidentiality of any information obtained in the position.
• Ability to communicate effectively and timely with internal and external customers to manage issues and problems identified, problem-solve, and to recognize when to elevate a situation to upper management.
• Ability to effectively manage and supervise the work of others.

Registrations, Licensure Requirements or Certifications

N/A

Initial Screening Criteria

Graduation from an accredited four-year college or university with a bachelor's degree in public administration, information management, legal studies, or a related field. Experience in public records processing, regulatory compliance, legal support, administrative support, or records management work may substitute for the required education on a year-for-year basis.

Additional Information

This position is currently classified as full-time telework.

Other Notes

Review our Tips for Success when applying for jobs at DFPS, DSHS and HHSC . 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 to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions. You may also contact the DFPS Military Liaison at with additional questions. Applicants selected for hire must pass a background check and if applicable a driver’s record check. State of Texas employees are required to maintain the security and integrity of critical infrastructure as defined in Section 117.001(2), State of Texas Business and Commerce Code. Applicants selected for hire comply with this code by completing related training and abiding by agency cybersecurity and communications system usage policies. As a state agency, DFPS is required by Texas Administrative Code (TAC 206 and 213) to ensure all Electronic Information Resources (EIR) follow accessibility standards. The staff must be familiar with the WCAG 2.1 AA and Section 508 to create accessible content including but not limited to; Microsoft Office documents, Adobe PDFs, webpages, software, training guides, video, and audio files. DFPS uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Employees must provide documentation to DFPS to show their identity and authorization to work in the US. Please review the following link for authorized documents: i-9-central/form-i-9-acceptable-documents . In compliance with the Americans with Disabilities Act (ADA), HHS/DFPS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS/DFPS Employee Service Center at . If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.