Open Records Administrator
Harris County
Houston, TX 77092
Description
Position Description
About Harris County Flood Control District:
The Flood Control District has the mission to reduce the risk of flooding in Harris County, the third most populated county in the United States, with a population in excess of 4.7 million, including the City of Houston, the nation’s fourth largest city. The Flood Control District has jurisdiction over the primary stormwater facilities in the county, which consist of approximately 1,500 channels totaling nearly 2,500 miles in length, as well as more than 60 regional stormwater detention basins, totaling more than 10,000 acres and several wetlands mitigation banks including Greens bayou.What you will do at Harris County Flood Control District:
The Harris County Flood Control District (District) is seeking qualified candidates for the role of Open Records Administrator.
The Open Records Administrator is responsible for establishing, evaluating, managing, and processing Texas Public Information Act (PIA) Requests filed with the Flood Control District. The role will work in coordination with county attorneys, applicable organizational leadership, and departments to manage the request process and ensure compliance with legal and regulatory requirements. This role acts as the District’s primary liaison, manager, and coordinator of open records requests, ensuring accurate and timely responses, coordinating across intra-organizational and inter-county departments to collect, analyze, and redact records as needed.
Responsibilities of this role include promoting transparency, managing sensitive information, and working with the county attorney(s) and organizational leadership to determine submission of applicable exemptions to the Texas Attorney General’s Office. Additionally, responsibilities of the role include the need for regular evaluation of related processes and systems to ensure the District follows legal and regulatory requirements and consistently refines its processes to ensure efficiency.
In carrying out the role's responsibilities, the office must exercise a high degree of discretion, initiative, and independent judgment. The position frequently interfaces with organizational leadership and staff to present recommendations, communicate requirements, and administer public information programs.
Essential Functions and Duties:
Open Records Management & Compliance:
- Receive, evaluate, and process all incoming PIA requests in compliance with state regulations.
- Act as the primary point of contact and implementor for requestors and internal stakeholders.
- Monitor and track request deadlines to ensure timely fulfillment.
- Communicate with requestors to clarify requests, provide updates, and manage expectations.
- Collaborate with County Attorney’s Office and organizational leadership to review responsive records, file exception requests with the Texas Attorney General, and apply appropriate redactions.
- Ensure confidentiality and protection of sensitive or exempted information.
- Assist organizational staff in understanding and abiding by public information policies and procedures.
- Maintain comprehensive and up-to-date records in the request tracking system, primarily using the Harris County enterprise GovQA system.
- File and store documents in the District’s document management system as necessary.
- Make recommendations to improve document management systems.
- Record request details, deadlines, collected materials, and disposition for audit readiness.
- Generate periodic reports on request trends, department impacts, and compliance metrics.
- Ensure the District maintains the appropriate tools, systems, and databases to manage the public information process.
- Develop and document standard operating procedures for handling records requests.
- Stay updated on legal changes affecting public records and update protocols accordingly.
- Ensure all document management and data-sharing practices align with regulatory requirements and agency policies.
- Regularly evaluate and make recommendations for implementation of policy improvements to optimize response efficiency and reduce risks.
- Liaise with departments to facilitate document retrieval, review, and redaction.
- Promote best practices and educate District staff on public records procedures.
- Implement process improvements to streamline Open Records request handling and reduce response time.
- Provide reports and insights to agency leadership regarding Open Records request trends and operational efficiency.
- Train relevant personnel on Open Records compliance protocols and best practices for record handling.
- Situationally support or serve as a substitute for the Commissioners’ Court Coordinator. Assist with meeting preparation, documentation, and follow-up as needed.
- Represent the department at meetings with external consultants and agency stakeholders.
Harris County is an Equal Opportunity Employer
https://hrrm.harriscountytx.gov/Pages/EqualEmploymentOpportunityPlan.aspx
If you need special services or accommodations, please call (713) 274-5445 or email ADACoordinator@bmd.hctx.net.
This position is subject to a criminal history check. Only relevant convictions will be considered and, even when considered, may not automatically disqualify the candidate.
Requirements
Education:
Bachelor’s degree in Public Administration, Business Administration, Communication, Legal Studies, or a related field from an accredited college or university
- Minimum of five (5) years of progressive experience in public records management, legal compliance, governmental operations, or a related administrative or legal field.
Licensure:
- Valid Class "C" Texas Driver’s License
Knowledge Skills, and Abilities:
NOTE: Qualifying education, experience, knowledge, and skills must be documented on your job application. You may attach a resume to the application as supporting documentation but ONLY information stated on the application will be used for consideration. "See Resume" will not be accepted for qualifications.
- Strong knowledge of the Texas Public Information Act and related compliance requirements.
- Familiarity with legal and governmental documentation standards.
- Excellent organizational, analytical, and time-management skills.
- Proficient in using databases, spreadsheets, and digital document management tools.
- Strong written and verbal communication skills with attention to detail.
- Ability to work independently and collaboratively across departments.
- Skilled in handling sensitive information with a high degree of discretion.
NOTE: Qualifying education, experience, knowledge, and skills must be documented on your job application. You may attach a resume to the application as supporting documentation but ONLY information stated on the application will be used for consideration. "See Resume" will not be accepted for qualifications.
Preferences
Certification:
- Certification in Public Records or Records Management. (preferred)
Experience:
- Experience with enterprise records tracking databases or workflow automation tools. (preferred)
General Information
Position Type, Salary:
- Regular | Full-Time
- Salary: To be discussed at interview
Location:
9900 Northwest Freeway, Houston, TX 77092
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:
- Prolonged sitting for extended periods of time.
- Occasional ascending/descending stairs.
- Occasional walking up and down steep slopes of ditches or on rough and uneven surfaces or ground, such as sloping terrain, plowed or furrowed areas, or construction sites.
- Occasional stooping, bending, reaching, lifting, and carrying of items up to 11 pounds and occasional lifting of up to 20 pounds.
- Occasional sorting, filing, shelving, and handling of documents, books, files, file drawers, and related materials and equipment required for clerical operations.
- Occasional driving of a vehicle with automatic controls.
- Work is performed indoors in a typical office environment with acceptable lighting, temperature, air conditions, and noise levels.
- Extensive use of a video display terminal (computer monitor).
- May be exposed to fluids, compounds, or chemicals used in cleaning offices and/or work areas.
Employment may be contingent on passing a drug screen and meeting other standards.
Due to a high volume of applications positions may close prior to the advertised closing date or at the discretion of the Hiring Department.
HARRIS COUNTY EMPLOYEE BENEFITS
Harris County offers a highly competitive benefits program, featuring a comprehensive group health plan and defined benefit retirement plan.
The following benefits are offered only to Harris County employees in regular (full-time) positions:
Health & Wellness Benefits
- Medical Coverage
- Dental Coverage
- Vision Coverage
- Wellness Plan
- Life Insurance
- Long-Term Disability (LTD) Insurance
- Employee Assistance Program (EAP)
- Healthcare Flexible Spending Account
- Dependent Care Flexible Spending Account
Paid Time Off (PTO)
- Ten (10) days of vacation leave per year (accrual rate increases after 5 years of service)
- Eleven (11) County-observed holidays
- One (1) floating holiday per year
- Paid Parental Leave
- Sick Leave
Retirement Savings Benefit
- 457 Deferred Compensation Plan
The following benefits are available to Harris County employees in full-time and select part-time positions:
- Professional learning & development opportunities
- Retirement pension (TCDRS defined benefit plan)
- Flexible work schedule*
- METRO RideSponsor Program*
- Participation may vary by department.
In accordance with the Harris County Personnel Regulations, group health and related benefits are subject to amendment or discontinuance at any time. Harris County Commissioners Court reserves the right to make benefit modifications on the County's behalf as needed.
For plan details, visit the Harris County Benefits & Wellness website:
www.benefitsathctx.com