Records Management Warehouse Support

Inventory and Store Spec III

What You’ll Be Doing:

Are you looking for a job that’s steady and consistent? Does providing support to a team that’s making a positive difference in the lives of our most vulnerable population sound rewarding?
Consider applying for the Health and Human Services Records Management Warehouse Support position! This position offers a challenging and rewarding work environment where you’ll gain valuable experience while growing your skills in inventory and records management. As a senior-level inventory worker, you'll play a key role in managing critical records in off-site records storage facilities.

Your work will include reviewing records for accuracy, verifying shipments, and maintaining stock for warehouse projects. You'll also be responsible for transferring and arranging boxes of records, ensuring compliance with established security and privacy requirements for confidential data. Your attention to detail will come in handy as you complete data entry and quality assurance checks on data entered into records management databases.

In this role you’ll operate forklifts and pallet jacks, adding a little excitement to your daily routine. Importantly, you'll also develop leadership skills while acting as a backup to the Records Management Warehouse Lead.

While you'll work under general supervision by the HHSC Records Manager, you'll have some autonomy to use your own initiative and independent judgment and will often be working independently.

Come join a team that’s making a positive difference in the lives of the people we serve – our fellow Texans!

Essential Job Functions:
How You’ll Do It:

Reviewing the contents of records boxes and organizing them may not sound glamorous, but it can be an interesting challenge that requires a high level of attention to detail. By creating detailed inventories and organizing the records into folders, you'll help ensure that important information is easily accessible when needed. Additionally, by sorting records by type and confirming their accuracy, you'll play an important role in maintaining the integrity of the records management databases.

In this role, you'll work with various tracking systems and play a vital role in maintaining accurate records. You'll be responsible for entering and updating data in TexLinx, SOAR, or SIRS and creating spreadsheets from hard copy documents, ensuring that records are up-to-date and easily accessible. With your keen eye for detail, you'll identify and correct data formatting errors in TexLinx, ensuring that records are accurate and error-free. As part of your role, you'll also review the work of your teammates in the storage inventory section of the SOAR database, providing critical quality checks to ensure that records are accurate.

You’ll help make sure the Records Management Warehouse operations run smoothly. As the back-up for the Records Management Warehouse Lead, you may be asked to coordinate and manage shipping, receiving, and processing of records storage boxes from various vendors. You'll work closely with storage vendors, oversee the loading and unloading of boxes, and ensure an acceptable level of supplies for inventory projects. You'll also work with the Records Management Helpdesk to keep track of all incoming boxes from regional offices and other vendors for storage and arrange for scheduling of shipping and receiving. You’ll operate warehouse equipment, including pallet jacks and forklifts.

This job involves the important responsibility of reviewing and verifying records shipments from external vendors, ensuring that all boxes are accounted for and labeled correctly. With a sharp eye for detail, you will also confirm the accuracy of the data from the boxes against tracking systems and report any damages or potential privacy breaches. You’ll review the contents of the boxes to ensure they are appropriately packaged and match the provided inventories. You’ll also scan and file documents related to the Records Management Warehouse processes.

As the Records Management team member responsible for reviewing and interfiling SSLC client records, you’ll play a vital role in ensuring the accuracy and completeness of these important documents. You'll review existing client boxes for missing information, and interfile new records to ensure that all relevant information is in one place. This requires careful attention to detail and a commitment to maintaining accurate and up-to-date records. You'll also create new boxes as needed, ensuring that all necessary information is properly labeled and organized. By taking on this important task, you'll be contributing to the smooth operation of the HHSC Records Management system and helping to ensure that critical information is easily accessible when needed.
This position occasionally participates in special projects that will help develop your skills in a dynamic environment while making a real impact on the success of the team. You'll collaborate with a group of talented professionals, including the HHSC Central Supply team, and have the chance to contribute your unique ideas and expertise to support the organization's goals.

Knowledge Skills Abilities:
How You’ll Qualify:
Here’s a list of knowledge, skills, and abilities critical to the performance of your job. Does this sound like you?

Knowledge of office procedures and warehouse safety.

Knowledge of spelling, punctuation, grammar, and arithmetic.

Knowledge of records administration and maintenance techniques.

Knowledge of records management concepts.

Knowledge of quality assurance processes.

Skill in the use of a computer and office equipment.

Skill in proofreading and identifying data errors.

Ability to prepare and maintain records.

Ability to lift boxes of records weighing up to 50 lbs.

Ability to make arithmetic computations.

Ability to communicate effectively.

Ability to use a pallet jack and forklift.

Ability to use a records retention schedule.

Registration or Licensure Requirements:
Valid Driver's License
Forklift certification is preferred (Forklift certification must be obtained within first six months of hire.)

Initial Selection Criteria:
Experience in a warehouse environment.
Experience in records/file room management.
Experience with data entry strongly preferred.
Experience with HHS Programs preferred.

Additional Information:
Position works on-site full-time in a warehouse environment. Position may be able to telework one day per week after probationary period is completed. Must be physically able to drive a forklift.

MOS Code:
51C, 68J, 88N, 89N, 89A, 89B, 92A, 92F, 92Y, 92Z, 70K, 91A, 92A, 890A, 920A, 920B, AO, LS, LSS, RS, SN, 310X, 616X, 626X, 636X, 651X, 715X, 726X, 736X, 751X, SK, F&S, FIN10, WEPS, 0431, 0491, 2311, 3043, 3044, 3051, 3112, 4100, 4133, 6042, 6542, 6672, 0402, 0405, 1330, 3002, 3006, 3010, 3102, 4130, 6602, 6604 2G0X1, 2S0X1, 3F1X1, 4A1X1, 20C0, 21RX

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HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

In compliance with the Americans with Disabilities Act (ADA), HHS 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.