Public Health Records and Archives Manager

Requirements

MOS Code: B15A (Navy - Enlisted), 12K (Army - Enlisted), 32E1F (Airforce - Commissioned Officer Only), 8016 (Marine Corps - Commissioned Officer Only)

Education and Experience : Bachelor's Degree or higher, in Business or Public Administration, Archives Management, Museum Studies, History, Government, or related field, and four (4) years of professional experience establishing or administering archives or a centralized records management program, including two (2) years of supervisory or lead experience .

Licenses and Certificates : Valid Texas Class "C" Driver’s License or equivalent from another state by time of appointment.

General Purpose

Under general direction, manage creation, organization, use, maintenance and disposition of Department of Public Health official, historical documents and medical records.

Typical Duties

Plan, develop, implement and direct economical and effective methods for accessing, handling, storage and disposal of active and inactive public and confidential information in central, departmental and non-city repositories to include medical records. Involves: Devise and oversee preservation and retrieval programs for ordinances, codes, resolutions, contracts, reports, correspondence, ledgers, logs and other items documenting actions and events pertaining to Department of Public Health functions, organization and officials, including coding and filing systems, database catalogs, finding aids and acquisition register, and disaster recovery plans. Research feasibility of installing new automation technologies, and new software and hardware at archives and records center. Review state and federal records requirements to formulate recommendations for records control policies and schedules for Department of Public Health leadership approval and submission to interested governmental authorities. Consult with department management throughout Department of Public Health to analyze, advise on and provide staff training in records keeping principles and practices and related cost controls, and to prepare detailed standard operating procedures for comprehensive records retention and administration, including arrangements for transfers from active to inactive status, delivery to archives, indexing and reformatting to and from paper, photographic, magnetic and optical media. Identify endangered materials and extent of conservation work needed, and arrange for basic repair and preventive preservation for paper records. Oversee or conduct periodic physical inventories of records stored. Research and confer with program managers and other interested parties to assess the historical significance of material, and establish and maintain permanent collections. Recommend retention or destruction of public records, and issue notices of disposal to the citizens and interested agencies as required. Maintain quality and accurate records by following Department of Public Health policies and procedures. Update and maintain Department of Public Health policies and procedures as needed. Assist the public in medical records requests and questions. Accept and process Open Records Requests in a timely manner.

Provide reference services in person, by phone, email or fax. Involves: Act as primary liaison to internal and external audiences which includes approving access to archived information of a confidential or unofficial nature. Interpret finding aids, instruct in handling of materials and advise on application of archival materials to research activities. Respond to requests for material in archives by researching availability and abstracting information, and arranging for duplication and delivery. Refer researchers to pertinent materials available in other resources such as libraries, museums and private collections as necessary. Arrange for use of collections for outreach, including curriculum and exhibits. Work with healthcare professionals to ensure that documents are provided in a timely manner.

Perform administration functions. Involves: Participate in preparation of annual department budget. Forecast short and long-term need for records management staffing, facilities, equipment and supplies. Recommend purchase of storage, retrieval, and disposal equipment. Monitor expenditures, evaluate and approves purchase requests within limits of authority. Participate in selection of vendors, such as non-city storage facilities, and contract negotiations, Research grant sources and write application proposals. Prepare activity reports and maintain related records. Performs other duties as assigned or required.

Supervise assigned personnel. Involves: Schedule, assign, instruct guide and check work. Appraise employee performance. Provide for training and development. Enforce personnel rules and regulations and work behavior standards firmly and impartially. Counsel, motivate and maintain harmony. Interview applicants. Recommend hiring, termination, transfers, discipline, or other employee status changes.

General Information

For complete job description, click here .

Test information: An evaluation of education and experience will be conducted on qualified applicants.

Applicants are encouraged to apply immediately. This position will close when a preset number of applications have been received.

Note: Applicants with a foreign degree must have all relevant documents translated and evaluated by a College, University or Credentials Evaluation Services Department prior to submitting them to the Human Resources Department.

A résumé and/or other documents will not be accepted in lieu of a completed application. Comments such as “See résumé” are not acceptable and will result in the application being considered incomplete.

To qualify for this position, required education, experience, knowledge and skills must be clearly stated on your application’s employment history. We do not use any information on your resume to review if you meet the minimum qualifications for this position.

Failure to fully detail all experience and job duties in the application, or copying/pasting directly from the job specification, or responses referring to your résumé will eliminate you from consideration for the position.

Determined by agreement

Closing Date/Time: 8/27/2024 11:59 PM Mountain

El Paso, Texas United States View Map