Manager, Records Management

About the Role

The Manager, Records Management provides organization-wide leadership over the creation, maintenance, retention, security, and disposition of records across DePelchin Family Services, DePelchin Children's Center, and Texans Together. This position develops and administers records management policies, procedures, and systems that ensure records are complete, accurate, accessible to authorized users, and retained or disposed of in compliance with applicable regulations, licensing standards, funder and contract requirements, and legal hold obligations.

Responsibilities

• Develop, implement, and maintain agency-wide records management policies, procedures, and retention/disposition schedules covering all record types (client/health, HR, financial, contracts, corporate/governance, and administrative records) across all three entities.
• Manage day-to-day operations of the Records Management function, including hiring, training, supervision, and performance management of the Records Management Specialist.
• Oversee the intake, filing, indexing, storage, retrieval, and secure disposition of paper and electronic records, ensuring accessibility to authorized staff.
• Serve as the agency's subject matter expert on records retention requirements, coordinating with Legal/Compliance to ensure schedules reflect HIPAA, CJIS, state licensing, and other regulatory requirements.
• Respond to and coordinate fulfillment of record requests, including subpoenas, court orders, audits, and client or internal records-access requests, in partnership with Legal/Compliance and program leadership.
• Partner with the HIPAA Privacy Officer and Compliance team on matters involving protected health information (PHI), ensuring records practices support HIPAA and CJIS compliance.
• Lead or support the migration of records from paper to electronic formats and evaluate/recommend records management systems and tools.
• Conduct periodic audits of records practices to ensure compliance and lead remediation of identified gaps.
• Manage legal holds on records in coordination with Legal/Compliance, ensuring proper documentation, communication, and enforcement.
• Develop and deliver training to staff on records management policies, procedures, and compliance requirements.
• Track and report key records management metrics (e.g., request turnaround times, retention compliance, storage utilization) to the Vice President of Information Technology.
• Manage relationships with third-party records storage, scanning, or destruction vendors, including contract oversight and invoice review.

Qualifications

• Bachelor's degree in Health Information Management, Business Administration, Information Management, or related field (relevant experience may substitute for education).
• Minimum four (4) years of progressively responsible experience in records management, health information management, or a related field, including management and direct supervisory experience.
• Experience developing, implementing, and maintaining records retention/disposition policies and schedules across multiple record types.
• Experience responding to subpoenas, legal holds, audits, or other regulatory/legal records requests.
• Experience using electronic records and document management systems.

Preferred Qualifications

• Certified Records Manager (CRM), Registered Health Information Technician (RHIT), Registered Health Information Administrator (RHIA), or similar certification.
• Membership in a relevant professional association (e.g., ARMA International, AHIMA).
• Experience in a nonprofit, healthcare, or human services environment.

Skills

• Proficiency in Microsoft Office Suite, electronic records systems, and general office technology.
• Strong knowledge of records management principles, retention scheduling, and information governance best practices.
• Working knowledge of HIPAA, CJIS, state licensing, funder requirements, and other applicable regulations.
• Ability to interpret and apply complex regulatory requirements to records management policies and operations.
• Excellent organizational skills, attention to detail, and accuracy.
• Strong leadership, supervisory, coaching, and staff development skills.
• Effective written and verbal communication skills, including training and professional interaction with stakeholders.
• Sound judgment and discretion in handling confidential information.
• Strong interpersonal and relationship-building skills for cross-departmental collaboration.
• Ability to exercise independent judgment, identify compliance risks, and recommend improvements.

Work Conditions

Environment: Office-based
Schedule: Monday–Friday, standard business hours
Travel: Occasional (requires reliable transportation, valid Texas Driver License, and current Auto Insurance)

DePelchin is an Equal Opportunity Workplace committed to a diverse and inclusive environment without discrimination.