Records & Data Management Specialist II - GovernmentJobs.com : Job Details

The Records And Data Management Specialist Ii position in the Solid And Hazardous Waste Division is responsible for division records and data management. This position is responsible for implementing all aspects of SHWD records management for a variety of records and assists with the planning, designing, and consistent implementation of electronic records management systems for SHWD programs, maintaining retention schedules, providing technical assistance and training on records management, and coordinating responses to public records requests in a timely manner. This position supervises the Office Support Specialist Ii position to ensure that the division's administrative needs and operations are met. Human Resource Contact: DEQ HR [email protected]

Essential functions include:

• Providing records management coordination, support, technical assistance, training, research, and guidance to projects, programs, the Division, the Agency, and the public.
• Monitoring, tracking and documenting records management activities.
• Maintaining databases related to document tracking, records management, and process workflows.
• Interfacing with the State Records Center and the Wyoming State Archives program to develop and follow records retention schedules, store long-term records at the records center, manage transfer of custody of permanent records to Archives, manage long-term records, and follow record destruction schedules.
• Responsible for the application of standards and tools for the design, creation, and delivery of records and data management.
• Recommending and making program enhancements; devising new methods of completing workflows.
• Providing research, analysis, and monitoring information for policy issues that may require agency attention.
• Providing information updates to appropriate personnel in the Agency, program, or project.
• May coordinate with Program Managers and other staff to provide data, graphs, and reports.
• Fulfilling public records requests by conducting detailed record reviews.
• Developing specialized record storage system(s) user manual and updates as needed.
• Training others on the use of agency-specific software for record storage systems and workflow processes.
• Coordinating the exchange of data from agency-specific systems(s) with other internal and external systems.
• Supervising the maintenance, completion, and retention of a large and complex records system.
• Using agency-specific software establishes workflows and best use of programs with regard to records and data for agency needs. Provides technical data support to the agency and the public using this software.
• Explaining policies, procedures, and practices to other agencies.
• Participating in Agency-or Division-level committees related to records management.
• Directing permanent and temporary staff who assist with SHWD records management and implement information processing activities for the Division, including those involved with SHWD records from all Agency field offices. Monitoring respective program(s) for compliance with retention schedules.
• Functions as a team leader and has supervisory responsibilities to the Office Support Specialist Ii position.
• Providing training for staff and the public.
• Assist with special projects as needed. This could include mailings and surveys, legal and confidential documents, assisting administration with phone coverage, and preparing newsletters and press releases when needed.

Preferences:

• Preference given to candidates with a Bachelor's Degree in Business Management and four years of work experience in records and database management.
• Supervisory experience.

Knowledge:

• Knowledge of Department of Environmental Quality programs, policies, procedures, and rules.
• Knowledge of the State of Wyoming Records Center procedures and policies.
• Knowledge of the State of Wyoming and the Department of Environmental Quality retention schedules.
• Knowledge of SharePoint and other electronic records management systems.
• Knowledge of records management principles and best practices.
• Knowledge of the State of Wyoming and the Department of Environmental Quality public records requirements.
• Knowledge of supervision and leadership.
• Strong skills in Microsoft Word, Access, and Excel; Google Docs; and Adobe systems.
• Experience in data entry and record management.
• Experience with Microsoft SharePoint and website programs.
• Experience working in a team-oriented, collaborative environment, with the ability to work well with others.
• Ability to manage diverse and competing priorities with time management skills, organization skills, and consideration for deadlines.
• Ability to work with the general public and provide excellent customer service.
• Possess strong communication skills with attention to detail.
• Outstanding oral and written communications.

Minimum qualifications:

Education: Bachelor's Degree (typically in Records or Data Management)

Experience: 0-2 years of progressive work experience (typically in Records and Data Management) with acquired knowledge at the level of a Records & Data Management Specialist I

OR

Education & Experience Substitution: 3-5 years of progressive work experience (typically in Records and Data Management) with acquired knowledge at the level of a Records & Data Management Specialist I

Certificates, Licenses, Registrations: None

Physical working conditions:

• Lift up to 40 pounds without assistance on an occasional to regular basis.
• Walk on cement floors on an occasional to regular basis.
• Walk up and down stairs on an occasional basis.
• Bend, kneel, and crouch on an occasional basis.
• Reach regularly.
• Typing/Repetitive motion frequently.
• Talking/hearing frequently.
• The visual ability to perform an activity such as analyzing data and figures, viewing a computer terminal, or extensive reading.

• Occasional overnight travel.

Notes:

• FLSA: Non-Exempt
• The Wyoming Department of Environmental Quality may use a video interview as a mandatory first step of our process. If chosen for a video interview, you will receive an email with all the necessary information to complete the process.