Records & Information Specialist - ADMIN III - HYBRID

The Work Unit:

The Business Services Program exists to provide Division wide support to APCD. The Records & Information Unit (RIU) is responsible for Division’s records management, data management and various processes ensuring records and data is handled appropriately.

What you will be doing

The primary function of this position is to perform the day-to-day activities of the (RIU). This position performs records management duties in organizing, documenting and maintaining active and inactive Division records, materials and data. This position is the primary for processing CORA and records requests. The position adheres to established retention and disposal schedules, Department policies, RIU processes and procedures, applicable statutes and regulations and industry standards.

Job Duties:

Records Request, Colorado Open Records Act (CORA), Litigation Hold, Subpoena   

• Review and interpret requests for records, data and information to provide a complete response in a timely manner. This duty can include communicating with external customers, APCD and CDPHE staff, other subject matter experts and the AGO to adequately understand and define the scope of the request.
• Response to requests are timely, organized, complete and thorough. This position works with staff to research, gather and review responsive materials to the request so that the response contains all appropriate, responsive, non-privileged materials.
• Review of materials provided by staff for responsiveness. Determine whether materials are privileged or otherwise exempt from CORA. Understand the justification for applying privilege or exemptions in processing requests.
• Work with the APCD comms, CDPHE comms, Department Office of Legal & Regulatory Affairs, and the Attorney General Office (AGO) when requests are of a sensitive nature. Coordinate with Records Liaison and AGO for privilege reviews, Vaughn index and sworn statements, and other processes to appropriately respond to requests, as needed.
• Manage litigation holds in coordination with members of the RIU, Records Liaison, AGO and division staff. Determine the best avenue for gathering, organizing, reviewing and providing materials subject to hold when discovery occurs.
• Stay current on policies, procedures, CORA and Freedom of Information developments and litigations, current news and trends so that job knowledge keeps pace with changing needs.
• Coordinate with other divisions to share knowledge and consistent processes.

Records & Data Management Operations 

• Works with the Division RIU Manager to develop and administer processes, policies and procedures pertaining to all aspects of the records life cycle.
• Coordinates with other programs to develop workflows for business processes, and document & data management.
• Contributes to the development of policies and procedures pertaining to all aspects of document management, from receipt to final disposition.
• Provides quality assurance and control feedback on the management of hard copy, digital files and data.
• Arranges, creates and provides training for staff in best practices for document management, processes, submittals, retention and disposition of records and materials the Division creates, receives or holds.
• Understand data storage, extractions and manipulation so that data is managed in accordance with records standards and practices.
• Coordinates with staff to upload documents, perform data entry, track digital records, extract data, and manage metrics in the records management database.
• Consults with database admins in best practices and development in the electronic content management database.
• Upload materials as part of regular business process and ad hoc requests
• Respond to special requests in database entry, maintenance and extraction

Residency Requirement:

Six (6) years of experience in working with Open Records statutes, data management, library science, records management, archives, paralegal or other related work.

OR

A combination of related education and/or relevant experience in Open Records statutes, data management, library science, records management, archives, paralegal or other related work. equal to six (6) years

• If using education to qualify for this position a copy of your transcripts (unofficial acceptable) or diploma must be provided with application. (if either are unavailable please email the department contact for this posting, listed above)
• If using work experience to qualify for this position, please provide an adequate description in the work experience section of the application. Do not write "see resume".
• If you are a veteran, a copy of your DD214 attached to your colorado.gov/jobs application.

PREFERRED QUALIFICATIONS

In addition to the minimum requirements, the successful candidate in this position will have the following experience:   

• Previous State Service related to the work assigned to the position
• Working with electronic content management databases. Microsoft Office, specifically working with Word and Excel files. Google, specifically Gmail, Docs, Sheets and Drive. 
• Experience with discovery and records for litigation.
• Ability to determine priorities when there are multiple and competing tasks with short deadlines
• Skilled in creating and providing in-person and virtual training
• Expertise in handling situations which may be high profile
• Experience prepping and scanning documents and managing electronic records in a high volume setting
• A high degree of accuracy with a keen attention to details;
• Ability to work independently multitask, prioritize work activities, set goals and objectives, use time efficiently, integrate changes smoothly;

CONDITIONS OF EMPLOYMENT

• A pre-employment background check will be conducted as part of the selection process.
• PHYSICAL DEMANDS: This position lifts and moves boxes which may weigh 10-40 pounds. There are prolonged periods of sitting, standing, moving boxes and reaching above the shoulders.

Appeal Rights:

An applicant who has been removed from an employment list or removed from consideration during the selection process may request a review by the State Personnel Director.

As an applicant directly affected by the results of the selection or comparative analysis process, you may file a written appeal with the State Personnel Director.

Review of the completed, signed and submitted appeal will be timely on the basis of written material submitted by you, using the official appeal form signed by you or your representative. This form must be completed and delivered to the State Personnel Board by email at dpa_state.personnelboard@state.co.us within ten (10) calendar days from your receipt of notice or acknowledgement of the Department’s action.

A complete application packet must include:

• Completed State of Colorado application.
• COVER LETTER: describing how your professional/supervisory experience aligns with the preferred qualifications of this position and what interests you in this position
• Answered supplemental questions.
• If using education to qualify for this position a copy of your transcripts (unofficial acceptable) or diploma must be provided with application. (if either are unavailable please email the department contact for this posting, listed above)
• If using work experience to qualify for this position, please provide an adequate description in the work experience section of the application. Do not write "see resume".
• If you are a veteran, a copy of your DD214 attached to your colorado.gov/jobs application.

The Selection Process:

1. All applications that are received by the closing of this announcement will be reviewed against the Minimum Qualifications in this announcement. Candidates who meet the minimum qualifications proceed to the next step.
2. Colorado Revised Statutes require that state employees are hired and promoted based on merit and fitness through a comparative analysis process.

• Part of, or all of, the comparative analysis for this position may be a structured application review, which involves a review of the information you submit in your application materials by Subject Matter Experts (SMEs) against the preferred qualifications.

1. A top group, up to six candidates, will be invited to schedule an interview with the hiring manager.

E-Verify:  CDPHE uses e-Verify, an Internet-based system, to confirm the eligibility of all newly hired employees to work in the United States. Learn more about E-Verify, including your rights and responsibilities.

ADAAA Accommodations:

The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law. The Colorado Department of Public Health and Environment is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our ADAAA Coordinator at cdphe.humanresources@state.co.us or call 303-692-2060, option 5.