Project Manager II The primary role for the Project Manager (PM) for Business Information Practices is to support the organization and control of business related documents throughout their life cycle in the Medicaid Chip Services (MCS) Division and identify ways to improve efficiency through effective information flow and management. MCSD programs have been transformed in the past several years requiring renewed effort in communications procedures; business practices; information systems development to support expanded staff; and the continued transformation from fee for service (FFS) to managed care. The PM will be a liaison with the HHSC Records Management Office, Enterprise IT, security, and architecture staff as well as other state agencies to address information management issues related to retention, litigation, and open records requests; ensure access to network and systems for authorized staff; and support the adoption of SharePoint and other office applications throughout MCSD. The PM must regularly communicate with and coordinate staff across MCSD. The PM is also responsible for risk and cost assessments to determine impacts and budgets when business practices must be adjusted. The position is required to analyze inefficiencies in business processes and methods for improvements through adherence to HHSC project protocol and in compliance with federal and state regulations.
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned. Leads the transformation of MCSD records and information management (RIM) processes and evaluates challenges posed by electronic records. Performs project management to improve business practices across MCSD, including identification, analysis, documentation, evaluation, and privacy/security issues using accepted project management methodologies. Surveys staff and analyzes current business practices to update retention schedules. Performs risk analysis to determine consequences of making or not making changes to business practices. Some of the projects this position will work on include: the reduction of paper intensive filing systems; assisting in the implementation of file plans; addressing communications and information distribution issues; monitoring adherence to RIM policy and procedures; and assessing MCS compliance with business requirements. This will require establishing methods and timelines to comply with state and federal rule changes. (30%) A major PM responsibility is to work at the HHS Enterprise level with the IT liaisons, security, and architecture staff in finding and choosing appropriate technology tools to enhance productivity and improve the business practices, including the adaptation to new technology tools. Develops project budgets and timelines for implementation. This position will need to be able to translate the significance of new tools and persuade program staff to be more efficient by using different information systems like the use of SharePoint sites for storage versus network drives. Develop requirements and obtain IT security clearance for technology tools along with necessary licenses like the current search application used for monitoring and retrieval of information. The position acts as project manager and/or site owner in projects to implement SharePoint sites and other applications ensuring adoption of the technology tool. (30%) Communicates regularly with management and educates program staff on new information systems. Mentors MCS staff interested in being RIM professionals and provides program representatives with the knowledge to implement RIM program procedures and best practices. Prepares a variety of written communications; including: proposals, reports, summary documents, presentations, and project management tracking documents including evaluations. Facilitates meetings on overall processes and specific projects and prepares meeting summaries. Develops and maintains procedures and guidance in accordance with state, federal, and business rules and regulations. This will involve standardizing information to fit new and existing MCS business information processes and completed projects and initiatives. (25%) Trains staff on new technology, business practice adjustments, and business information management systems. Allows time to explain necessary systemic changes, assists with adoption, evaluates implementation, and addresses gaps in performance. There are close to 1100 people in MCS so planning and coordinating training, adoption, and evaluating quality is a complex and time consuming process requiring consistent management. (10%) Performs other duties as assigned. (5%)
Knowledge Skills Abilities:
Knowledge of information technology systems and principles. Knowledge of project and record management processes and principles including assessing business practices, performing risk management, cost analysis and developing recommendations for improvement. Strong skills in the use of Microsoft Office applications and SharePoint. Skill in facilitating meetings and ensuring participants meet their deliverables. Strong written and verbal communication skills including the ability to prepare and deliver training materials on records management and the technologies that support records management. Ability to plan, assign, and/or supervise the work of others. Ability to manage multiple assignments/ projects, coordinate work of others, prioritize workload and meet deadlines. Ability to Ability to evaluate, develop and interpret policies and procedures. Ability to develop and communicate project management tools such as tracking systems. Ability to exercise sound judgement in making critical decisions.
Registration or Licensure Requirements:
Initial Selection Criteria:
Bachelor's degree or associates degree in records management or related area of study or a minimum of three years professional experience in records management.
There may be no military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditor’s Military Crosswalk at ****HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
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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, ****. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.