Documentation Clerk

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Employee Benefits:

DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS). To learn more about all the benefits available to you as a DSHS employee and other DSHS opportunities for early career pathways, visit the DSHS Careers Page.

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Functional Title: Documentation Clerk 
Job Title: Clerk III 
Agency: Dept of State Health Services 
Department: Congenital Syphilis 
Posting Number: 16459 
Closing Date: 05/14/2026 
Posting Audience: Internal and External 
Occupational Category: Office and Administrative Support 
Salary Range: $2,694.33 - $3,320.33 
Pay Frequency: Monthly
Salary Group: TEXAS-A-11 
Shift: Day 
Additional Shift:  
Telework: Eligible for Telework 
Travel: Up to 10% 
Regular/Temporary: Regular 
Full Time/Part Time: Full time 
FLSA Exempt/Non-Exempt: Nonexempt 
Facility Location:  
Job Location City: AUSTIN 
Job Location Address: 1100 W 49TH ST (RDM) 
Other Locations:  
MOS Codes: 0100,0111,0160,0161,0170,3051,3372,3432,4133,6042,6046,6617,6672,15P,3F5X1,420A,42A,56M,68G,741X 
8A200,AZ,CS,F&S,LS,LSS,PERS,PS,RP,RS,SK,SN,YN,YNS 
 
 

Brief Job Description:

Clerk III performs highly complex (senior-level) clerical work for the Congenital Syphilis program under the supervision of the Congenital Syphilis Manager. This position will be responsible for providing administrative and clerical support, including answering standard inquiries about policies and procedures, assisting the public and staff with forms, and delivering information by phone or mail. Duties include performing basic calculations, preparing charts and tables, searching public records, and managing files, materials, and supplies. Reviews and reconciles documents for accuracy, coordinates surplus property activities, and conducts inventories. Supports receptionist and switchboard functions, recommends improvements to forms or records, and works under limited supervision with moderate latitude for independent judgment. To perform these job duties, this position may require working extra hours needed to meet defined deadlines and support the agency’s mission critical reporting requirements.

Essential Job Functions (EJFs):

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

EJF1. Identify and retrieve records from the following agencies: medical offices, hospitals, police departments, medical examiners, and others as it relates to congenital syphilis in Texas. Organize and catalog record requests and records that are received in accordance with state and departmental statutes. Follow-up with agencies for records as needed. (40%).

EJF2. Manages the scanning and electronic storage of medical and other records in accordance with HIPPA; PHI; and ePHI regulations with administrative support with the management of confidential records. Process and sort records according to departmental standard operating procedures. Ensures the proper destruction of physical and electronic records. Conduct inventories of physical and electronic records by tracking requests, receipt, and destruction of records based on departmental timelines. Coordinates the secure removal of physical records. (35%).

EJF3. Works in close collaboration with other Congenital Syphilis Epidemiology and Surveillance team staff to exhaust all opportunities for record retrieval and provides input on the completeness of case investigation for the Congenital Syphilis team. Provide regular updates on simple calculations including the number of records received, the time elapsed between initial request, follow ups, and records receipt. Provide input on novel methods to identify and retrieve records. (10%).

EJF4. Maintains and provides input on standard operating procedures related to records request and storage. Recommends modifications to records request templates, phone scripts, storage methods, and standard operating procedures. Reviews and reconciles discrepancies or inconsistencies in case pipeline summaries, records request forms, records from external agencies, and similar documents. (10%). 

EJF5. Performs other duties as assigned including but not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. To perform these job duties, this position may require working extra hours needed to meet defined deadlines and support the agency’s mission critical reporting requirements (5%).

Knowledge, Skills and Abilities (KSAs):

Knowledge:

Knowledge of office procedures; spelling, punctuation, and grammar; arithmetic business or program terminology, methods, and procedures.

Knowledge of professional records and information management theory, best practices, principles, standards, technologies, and requirements.

Knowledge of the sections and unit’s services and operations and the records, data, and information systems that support them.

Knowledge of departmental practices, policies, and procedures.

Knowledge of local, state, federal guidelines, laws, and regulations related to records and information management including PHI, PII, ePHI, and HIPPA.

Skills:

Skill in the use of a computer and office equipment.

Skill in implementing records management systems.

Skill in multi-tasking and prioritizing job duties.

Skill using computers and standard desktop software applications.

Skill in oral and written communication.

Ability:

Ability to prepare and maintain records, files, and reports; to transfer stock from one location to another; and to communicate effectively.

Ability to make arithmetic computations. Ability to work with all levels of staff

Registrations, Licensure Requirements or Certifications:  N/A.

Initial Screening Criteria:

Graduation from a standard high school or equivalent but college preferred. Experience may be substituted for the required education on a year-to-year basis.

Three years’ experience with records management, information systems, process analysis or related experience, preferred with a Texas state agency.

Experience developing and maintaining records retention schedules, policies and procedures, preferred with a Texas state agency.

Additional Information:

Information on the application must clearly state how the applicant meets initial selection criteria in the Summary of Experience section in order to be interviewed. Resumes will not be accepted in lieu of an application. 

Applicants must provide information relevant to the required experience for this position. Answer all questions and completely summarize your experience including technical and managerial responsibilities and any special training, skills and qualifications for each position you have held in the employment history section of application. 

All fields on the application must be filled in completely. This includes, but is not limited to, previous salary, previous supervisor, and reason for leaving previous position.

Agency salary policy, budget and candidate’s qualifications will dictate final salary offer.

This position is eligible for Telework.

Active Duty, Military, Reservists, Guardsmen, and Veterans:

Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified for this position. For more information see the Texas State Auditor’s Military Crosswalk at https://hr.sao.texas.gov/CompensationSystem/JobDescriptions/.

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), DSHS will provide reasonable accommodation during the hiring process for individuals with a qualifying disability. If reasonable accommodation is needed to participate in the interview process, please notify the person who contacts you to schedule the interview. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747 or via email at HHSServiceCenter.Applications@ngahrhosting.com.

Salary Information, Pre-employment Checks, and Work Eligibility:

• The salary offered will follow DSHS starting salary guidelines. Any employment offer is contingent upon available budgeted funds.
• Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.
• DSHS uses E-Verify. You must bring your I-9 documentation with you on your first day of work.  Download the I-9 form