Document Management Analyst Jobs in Texas (NOW HIRING)

POSITION OVERVIEW Applications accepted from: All Persons Interested PN 39378 Division: Public Services Location: 2100 Travis, Houston, TX 77002 Hours: M - F, 8 am - 5 pm* *Subject to change DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS The City of Houston's Housing and Community Development Department (HCDD) seeks to create a city in which every resident has an affordable home in a community where they can thrive. Partnering with non-profit, governmental, and local entities, HCDD strives to strengthen Houston's neighborhoods and provide true housing choice. To achieve this vision, HCDD is seeking a Management Analyst IV to join its team.

In this position, you will be responsible for coordinating, tracking, reviewing, and processing reimbursement requests and supporting documentation for federally funded programs while ensuring compliance with applicable regulations, contract requirements, and departmental policies. This position serves a critical role in maintaining quality control oversight of payment processing activities, contract documentation, reporting requirements, and vendor submissions throughout all stages of review and approval. This position will assist in developing workflow improvement and efficiencies through technology.

The position is also responsible for designing and implementing automated workflows, tracking systems, and document management solutions using Microsoft 365 technologies (SharePoint, Microsoft Lists, Power Automate, and Excel) and complementary tools such as Python, SQL, and relational databases. The Quality Control Funding Analyst will analyze existing processes, identify operational inefficiencies, and build automation and reporting solutions from the ground up to improve oversight, accuracy, workflow efficiency, and compliance monitoring. This role requires strong analytical, organizational, and problem-solving skills, advanced proficiency in Microsoft 365 and workflow automation tools, and the ability to manage high-volume workloads in a fast-paced environment while maintaining a high level of accuracy and attention to detail.

The position works closely with vendors, project teams, finance staff, relationship managers, and leadership to support timely reimbursement processing, document management, quality assurance, and continuous process improvement initiatives. Key Responsibilities Develop, implement, and maintain automated workflows, tracking systems, forms, notifications, dashboards, and report solutions from the ground up using Microsoft tools, including SharePoint, Microsoft Lists, Power Automate, Excel, Power Query, and other Microsoft 365 applications. Design, build, and maintain centralized document management and tracking systems to monitor reimbursement requests, contract files, amendments, compliance documents, reporting requirements, and payment processing activities throughout all stages of review and approval.

Analyze existing payment processing and document management workflows to identify operational inefficiencies, strengthen quality control measures, and implement automation solutions that improve oversight, reporting, and processing accuracy. Process, review, and reconcile reimbursement requests and supporting documentation to ensure accuracy, completeness, allowability, and compliance with applicable federal regulations, contract requirements, departmental policies, and funding guidelines. Perform quality control reviews of payment submissions, reimbursement packets, vendor documentation, and contract files to verify required documentation has been received, properly organized, and accurately recorded prior to processing and approval.

Track and monitor the status of reimbursement requests, contract deliverables, vendor submissions, amendments, compliance documents, and outstanding deficiencies to ensure timely follow-up, resolution, and processing. Generate reports, dashboards, and data analyses related to payment processing, submission tracking, compliance monitoring, outstanding deficiencies, and workflow performance metrics. Coordinate with vendors, project teams, relationship managers, finance staff, and leadership to obtain missing documentation, resolve discrepancies, and ensure compliance with funding and contractual requirements.

Research, troubleshoot, and resolve reimbursement, documentation, workflow, and system-related issues of varying complexity while ensuring adherence to established policies and procedures. Utilize advanced Microsoft Excel skills to analyze large datasets, reconcile financial information, monitor processing timelines, and support quality control, automation, and reporting functions. Communicate effectively, both verbally and in writing, with vendors, colleagues, management, and external stakeholders regarding documentation requirements, payment status, compliance concerns, workflow issues, and process updates.

Work independently and collaboratively in a fast-paced environment while managing multiple priorities, deadlines, and high-volume workloads with strong attention to detail and accuracy. Support continuous improvement initiatives by recommending and implementing enhanced controls, standardized procedures, automation strategies, and workflow efficiencies related to reimbursement processing and document management. Maintain familiarity with HUD Federal Funding regulations, grant compliance requirements, reimbursement standards, and applicable contract requirements related to federally funded programs.

Other duties as assigned. Essential Attributes Financial Quality Control & Compliance Demonstrated ability to accurately review, reconcile, and process reimbursement requests while ensuring compliance with applicable federal regulations, contractual requirements, funding guidelines, and departmental policies. Strong attention to detail with the ability to identify discrepancies, validate supporting documentation, maintain accurate financial and program records, and ensure the integrity of payment processing activities.

Ability to interpret and apply HUD regulations, grant requirements, contract provisions, and reimbursement standards to ensure compliance and determine funding eligibility. Experience coordinating with internal and external stakeholders to resolve documentation deficiencies, payment discrepancies, and compliance issues while meeting established deadlines. Business Process Automation & Systems Development Demonstrated ability to analyze complex business processes and design technology-driven solutions that improve operational efficiency, workflow visibility, quality control, and compliance.

Advanced proficiency with Microsoft 365 technologies, including SharePoint, Microsoft Lists, Power Automate, Excel, Power Query, and related business productivity applications. Experience designing, developing, implementing, and maintaining automated workflows, document management systems, dashboards, reporting tools, and data collection solutions. Knowledge of scripting, database concepts, systems integration, or data management technologies such as Python, SQL, and relational databases is highly desirable.

Ability to analyze operational data, identify trends and process improvement opportunities, and develop scalable automation solutions that support organizational objectives. Professional & Analytical Competencies Exceptional analytical, critical thinking, and problem-solving skills with the ability to evaluate complex information, exercise sound judgment, and develop practical solutions. Excellent organizational and project management skills with the ability to prioritize competing assignments, manage multiple deadlines, and maintain a high level of accuracy in a fast-paced environment.

Strong written and verbal communication skills with the ability to effectively communicate technical and non-technical information to staff, vendors, leadership, and external stakeholders. Ability to work independently with minimal supervision while exercising initiative, accountability, and sound professional judgment. Demonstrated commitment to continuous process improvement through innovation, standardization, collaboration, and the implementation of best practices.

This is a grant funded position subject to cancellation when funds are depleted and/or contract period ends. WORKING CONDITIONS This position is physically comfortable. There are no major sources of discomfort, i.e., essentially normal office environment with acceptable lighting, temperature and air conditions

MINIMUM REQUIREMENTS MINIMUM EDUCATIONAL REQUIREMENTS Requires a Bachelor's degree in Public Administration, Business Administration, Finance or a closely related field. MINIMUM EXPERIENCE REQUIREMENTS Six years of professional experience in accounting, budget analysis, finance, public administration or a closely related field are required. Substitutions: Experience cannot be substituted for the Bachelor's degree requirement.

A Master's degree in Finance, Accounting, Business Administration or a closely related field may be substituted for two years of the above experience requirement MINIMUM LICENSE REQUIREMENTS None PREFERENCES PREFERENCES Experience reviewing, reconciling, and processing reimbursement requests, invoices, or financial transactions in a government, grant-funded, or compliance-driven environment. Experience interpreting and applying federal grant regulations, contract requirements, and financial compliance standards, preferably related to HUD or other federally funded programs. Advanced proficiency with Microsoft 365 technologies, including SharePoint, Microsoft Lists, Power Automate, Excel, Power Query, and Power BI.

Experience designing, developing, and implementing automated business processes, workflow solutions, and document management systems. Experience developing reports, dashboards, and data visualization tools to support operational performance and management decision-making. Experience using Python, SQL, relational databases, APIs, or other technologies to automate processes, analyze data, or integrate business systems.

Experience analyzing business processes and implementing technology-driven solutions that improve efficiency, quality control, and organizational performance. Experience working with large datasets, performing financial reconciliations, and identifying data discrepancies through analytical review. Experience managing multiple projects or priorities in a fast-paced, deadline-driven environment while maintaining a high level of accuracy.

Experience preparing technical documentation, standard operating procedures, or end-user training materials for automated systems or business processes. Experience collaborating with cross-functional teams to gather business requirements, implement technology solutions, and support continuous process improvement initiatives. **Preference shall be given to eligible veteran applicants provided such persons possess the qualifications necessary for competent discharge of the duties involved in the position applied for, such persons are among the most qualified candidates for the position, and all other factors in accordance with Executive Order 1-6.** GENERAL INFORMATION SELECTION/SKILLS TESTS REQUIRED Department may administer skills assessment test

SAFETY IMPACT POSITION No If yes, this position is subject to random drug testing and if a promotional position, candidate must pass an assignment drug test. SALARY INFORMATION Factors used in determining the salary offered include the candidate's qualifications as well as the pay rates of other employees in this classification. Salary Range - Pay Grade 25 APPLICATION PROCEDURES Only online applications will be accepted for this City of Houston job and must be received by the Human Resources Department during active posting period.

Applications must be submitted online at: www.houstontx.gov. To view your detailed application status, please log-in to your online profile by visiting: http://agency.governmentjobs.com/houston/default.cfm or call 832.394.6200. If you need special services or accommodations, call 832.394.6200

(TTY 7-1-1) If you need login assistance or technical support call 855-524-5627. Due to the high volume of applications received, the Hiring Department will contact you directly, should you be selected to advance in our recruitment process. All new and rehires must pass a pre-employment drug test and are subject to a physical examination and verification of information provided.

EOE - Equal Opportunity Employer The City of Houston is committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, genetic information, veteran status, gender identity, or pregnancy.