Records Management Analyst I

Texas Health and Human Services; Austin (TX); On-site; USD 45,000 - 58,000; Full time

Benefits offered by this job

Comprehensive health insurance for FT

Defined benefit pension plan

Generous paid time off

Career advancement opportunities

Job summary

Texas Health and Human Services is seeking a Records Management Analyst I to support the Records Management Office. The role will administer the agency records system (SOAR), analyze data, and ensure compliance with retention schedules and policy. You will collaborate with staff, IT, vendors, and leadership to optimize records operations.

The position emphasizes data analysis, quality assurance, training, and outreach, with opportunities for professional growth within HHSC.

Qualifications

• Bachelor’s degree or higher preferred (four-year college).
• Experience in administrative, operational, records management, financial reconciliation, data analysis, quality assurance, or process-improvement work.

Responsibilities

• Administer and maintain the agency records management system (SOAR).
• Collect, validate, and analyze data from records management sources.
• Reconcile monthly invoices and assist with purchasing and accounts payable.
• Develop procedures, training materials, and intranet/SharePoint content.
• Conduct quality assurance reviews and ensure compliance with retention schedules.

Skills

Data analysis

Records management

Quality assurance

Communication

Tools

SOAR

Gimmal/TexLinx

SharePoint

Microsoft 365

Job description

Date: Sep 11, 2026

Location: AUSTIN, TX

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage.

Functional Title: Records Management Analyst I

Job Title: Management Analyst I

Agency: Health & Human Services Comm

Department: Operations Support Services

Posting Number: 21459

Closing Date: 11/10/2026

Posting Audience: Internal and External

Occupational Category: Education Training and Library

Salary Range: $4,020.33 - $5,178.00

Pay Frequency: Monthly

Salary Group: TEXAS-B-19

Shift: Day

Travel: Up to 20%

Regular/Temporary: Regular

Full Time/Part Time: Full time

FLSA Exempt/Non-Exempt: Nonexempt

Job Location City: AUSTIN

Job Location Address: 4601 W GUADALUPE ST

MOS Codes: 0510,0570,4502,4505,8016,8840,8852,8862,8870,11A,11Z,14FX,165X,171X,35PX,37A,37F,3N0X6,46A,612X,632X,641X,70A,70D,70E,712X,732X,INF,IS,SEI13,SEI15,YN,YNS

Brief Job Description

The Health and Human Services Commission (HHSC) is seeking a qualified professional to serve as a Management Analyst I within the Records Management program. Performs moderately complex (journey-level) professional organizational analysis work in support of the HHSC Records Management Office (RMO). Work involves supporting records management operations; administering and improving records management systems; collecting, reconciling, and analyzing operational and invoice data; preparing reports and procedures; conducting quality assurance reviews; and providing technical assistance to HHSC and DSHS staff. Assists with records retention, storage, retrieval, disposition, compliance, training, and outreach activities. Works under general supervision, with limited latitude for the use of initiative and independent judgment. The position collaborates with program staff, information technology personnel, vendors, and agency leadership to ensure the efficient administration of records management services and compliance with applicable records retention requirements, policies, and procedures.

Essential Job Functions (EJFs)

Records Management Operations and Systems Support

Administers and maintains the agency records management system, including SOAR, and serves as a technical resource for system users. Provides technical assistance to HHSC and DSHS staff and Records Coordinators regarding records retention, storage, retrieval, disposition, and compliance requirements. Supports records life-cycle activities to help ensure records are maintained and disposed of in accordance with approved retention schedules and agency policy. Identifies opportunities for system and process improvements; documents business requirements and change-control requests; collaborates with information technology staff; and assists with user acceptance testing. (30%)

Data Analysis and Reporting

Collects, validates, and analyzes data from SOAR, Gimmal/TexLinx, service logs, invoices, and other records management sources. Identifies trends in storage, retrieval, service use, data-entry errors, records maintained beyond destruction eligibility, and other compliance indicators. Prepares concise reports for RMO management that summarize findings, identify operational concerns, and recommend process improvements, cost-reduction opportunities, or targeted outreach and training. (20%)

Invoice Reconciliation and Purchasing Support

Reconciles monthly invoices from the Texas State Library and Archives Commission, Iron Mountain, and other vendors against service receipts and request logs. Identifies inaccurate or unallowable charges; coordinates corrections with vendors or escalates unresolved discrepancies to RMO management. Maintains fiscal-year payment tracking, submits approved invoices to Accounts Payable, supports annual purchase-order requisitions, and responds to payment-processing questions. (20%)

Research, Quality Assurance, and Corrective Action

Researches historical and current records management data and conducts routine quality assurance reviews for accuracy, completeness, and conformance with established requirements. Identifies anomalies and works with RMO staff or program contacts to research causes and correct data or process issues. Documents and escalates unresolved errors with supporting information for management review. (15%)

Procedures, Compliance, and Outreach Support

Develops, updates, and maintains operating procedures and instructional materials for records storage, retrieval, destruction, retention schedule revisions, and related functions. Reviews procedures at least annually and recommends revisions to improve clarity, consistency, efficiency, and compliance. Coordinates updates to records management intranet and SharePoint content and assists with training and outreach materials. (10%)

Other Duties As Assigned

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned. May participate in continuity of operations, emergency management, or disaster response activities as assigned, which may require an alternate shift pattern or location. (5%)

Knowledge, Skills and Abilities (KSAs)

• Organizational development and management practices; methods and procedures analysis; work simplification; forms and records design and control; records life-cycle concepts; and basic statistical analysis.
• Records retention, storage, retrieval, and disposition practices and the ability to learn applicable state and federal records requirements and TSLAC guidance.

Skill In

• Collecting, organizing, reconciling, and analyzing operational and financial data.

Using computers and applicable software, including spreadsheets, databases, document-management systems, and Microsoft 365 applications.

Analyze problems, identify alternatives, develop practical recommendations, and communicate findings clearly. Develop, interpret, and apply policies, procedures, manuals, and guidance documents. Manage multiple assignments, meet deadlines, maintain accurate records, and work collaboratively with internal staff, vendors, and program contacts. Communicate effectively, both orally and in writing.

Certified Records Analyst (CRA) or Certified Records Manager (CRM), preferred.

Initial Screening Criteria

• Graduation from an accredited four-year college or university with major coursework in business administration, public administration, management, information management, records management, data analytics, or a related field. Relevant experience and education may be substituted for one another on a year-for-year basis.
• Experience performing administrative, operational, records management, financial reconciliation, data analysis, quality assurance, or process-improvement work.

Preferred Qualifications

• Experience supporting a records management, document management, information governance, or compliance program.
• Experience reconciling vendor invoices, tracking expenditures, processing requisitions, or coordinating with Accounts Payable.
• Experience using spreadsheets to analyze data and create reports, including formulas, filters, pivot tables, or similar functions.
• Experience developing procedures, job aids, training materials, or intranet/SharePoint content.
• Experience with SOAR, Gimmal/TexLinx, or comparable records or document management systems.
• Experience working in a Texas state agency or applying TSLAC records retention requirements.

• This position is located in Austin, TX. Telework is subject to change based on business needs and management directives. When telework is allowed, it requires reliable personal internet and a workspace that supports the protection of confidential information.
• Employment offers depend on available budgeted funds. Salary will be set per budget limits, HHSC starting salary guidelines, and within the posted range.
• Selected candidate will have to successfully complete any required due diligence/background and reference checks.

Review our Tips for Success when applying for jobs at DFPS, DSHS and HHSC.

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 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.

ADA Accommodations

In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS 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 Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

Pre-Employment Checks And Work Eligibility

Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks. HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form

Telework Disclaimer

This position may be eligible for telework. Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.

Nearest Major Market: Austin