RMO Program Supervisor

Brief Job Description

Performs complex administrative and supervisory program work for the Health and Human Services Commission (HHSC) Records Management Office (RMO) reporting to the Director of Records Management. The role involves coordinating and participating in the development of program goals and objectives; developing and implementing records management policies, procedures, schedules, priorities, and standards; monitoring compliance; evaluating program activities; and providing technical assistance and training to agency programs and Records Coordinators. The position supports records retention schedule administration, legal and destruction holds, records storage and disposition, electronic and physical records governance, and special projects. Although there are no direct reports, the incumbent may supervise, lead, assign, coordinate, and review the work of staff for designated programs, projects, or operational activities.

Responsibilities

• Program Leadership and Operational Coordination (25%): Provides day‑to‑day program leadership and operational coordination for assigned RMO activities, establishes work plans, schedules, service standards, and expectations; provides coaching, training, technical assistance, and feedback; monitors workloads and resolves complex operational issues.
• Records Management Policy, Guidance, and Compliance (25%): Analyzes, reviews, develops, and updates RMO policies, procedures, manuals, guidance, job aids, and internal controls; serves as subject‑matter expert; interprets requirements; coordinates compliance monitoring and corrective actions; advises on classification, retention, legal holds, storage, retrieval, imaging, and secure disposition.
• Retention Schedule Administration and Disposition (20%): Coordinates and reviews HHSC and DSHS records retention schedules; works with program areas to develop and revise record series descriptions and retention requirements; manages schedule amendments and recertification; reviews disposition requests and ensures holds are honored.
• Training, Technical Assistance, and Stakeholder Coordination (15%): Develops, coordinates, and delivers virtual and in‑person records‑management training and technical assistance; oversees Records Help Desk responses; builds collaborative relationships with IT, Information Security, Legal Services, Procurement, vendors, and contractors.
• Program Evaluation, Reporting, and Special Projects (10%): Coordinates and evaluates records‑management activities and special projects; develops reports, metrics, analyses, recommendations, and presentations; identifies risks and service gaps; reviews proposed legislation for records‑management impacts.
• Other Duties and Emergency Support (5%): Performs additional duties as assigned and may participate in agency emergency management, continuity of operations, disaster response, and business continuity activities.

Knowledge

• Federal and state laws, rules, and policies governing records and information management, retention, disposition, public information, confidentiality, and information security.
• Texas State Library and Archives Commission records‑management requirements and retention‑schedule processes.
• Records lifecycle management for physical and electronic records, including classification, storage, retrieval, imaging, legal holds, archival review, and secure disposition.
• Program administration, supervision, performance management, training, compliance monitoring, internal controls, process improvement, and project management.
• Electronic records repositories, records‑management systems, Microsoft 365 applications, and data‑reporting tools.

Skills

• Leading, coordinating, coaching, training, and developing staff while establishing clear priorities and service standards.
• Interpreting complex requirements and translating them into practical policies, procedures, guidance, and training.
• Analyzing operational and compliance information, identifying risks, and developing defensible recommendations and corrective actions.
• Planning and coordinating multiple projects, deadlines, stakeholders, and competing priorities.
• Preparing clear, concise reports, correspondence, presentations, procedures, and training materials.
• Using Microsoft Office, Teams, SharePoint, and related records‑management or workflow applications.

Abilities

• Supervising or leading assigned work when designated and fostering an accountable, collaborative, service‑focused team environment.
• Gathering, assembling, correlating, and analyzing facts; identifying problems; evaluating alternatives; and implementing effective solutions.
• Establishing program goals and objectives and developing, evaluating, and interpreting administrative policies and procedures.
• Communicating effectively verbally and in writing with staff, leadership, program areas, regulators, vendors, and other stakeholders.
• Exercising sound judgment, maintaining confidentiality, and handling sensitive information with professionalism and discretion.
• Working independently and collaboratively, adapting to changing priorities, and meeting established deadlines.

Requirements

• Three years of experience in records management, information governance, program administration, compliance, policy development, or a related operational field.
• One year of experience leading or coordinating staff, assigning and reviewing work, serving as a team lead, or supervising employees.
• Experience interpreting policies, rules, statutes, standards, or retention requirements and providing technical guidance to stakeholders.
• Graduation from an accredited four‑year college or university with major coursework in records management, information science, public administration, business administration, management, or a related field (preferred).
• Experience with governmental records management, records retention schedules, disposition approvals, legal holds, or compliance monitoring.
• Experience leading, coordinating, or supervising a records‑management, information‑governance, compliance, customer‑service, or administrative operations team.
• Experience supporting a large, complex, or geographically distributed public‑sector organization.
• Experience developing and delivering training and providing consultative or help‑desk support.
• Familiarity with SOAR, SharePoint, Microsoft 365, electronic records‑management systems, off‑site records storage, or digitization projects.
• Relevant records or information‑management certification (e.g., Certified Records Manager, Certified Records Analyst, Information Governance Professional, Certified Information Professional) – preferred.

Benefits

• 100% paid employee health insurance for full‑time eligible employees.
• Defined benefit pension plan.
• Generous time‑off benefits.
• Numerous opportunities for career advancement.
• Additional benefits detailed on the “Benefits of Working at HHS” webpage.

Pay

Salary range: $4,523.16 – $5,888.50 per month (pay frequency: monthly). Salary will be set per budget limits, HHSC starting salary guidelines, and within the posted range.

Schedule

• Full‑time, exempt position.
• Day shift (regular schedule); occasional extended hours and travel up to 20% may be required.
• Telework possible subject to business needs and management directives; requires reliable personal internet and a secure workspace.
• Regular/Temporary: Regular.