Records and Data Management Specialist II

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 divisions administrative needs and operations are met.

• Provides records management coordination support technical assistance training research and guidance to projects programs the Division the Agency and the public.
• Monitors tracks and documents records management activities.
• Maintains internal and public-facing databases related to document tracking records management and process workflows. Provides internal and external support for database features access and reporting.
• Interfaces 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.
• Recommends and makes program enhancements; devises new methods of completing workflows.
• Provides research analysis and monitors information for policy issues that may require agency attention.
• Provides 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.
• Fulfills public records requests by conducting detailed record reviews.
• Develops specialized record storage system(s) user manual and updates as needed.
• Trains others on the use of agency-specific software for record storage systems and workflow processes.
• Coordinates the exchange of data from agency-specific systems(s) with other internal and external systems.
• Supervises the maintenance completion and retention of a large and complex records system.
• Using agency-specific software establish 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.
• Explains policies procedures and practices to other agencies.
• Participates in Agency-or Division-level committees related to records management.
• Directs 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. Monitors respective program(s) for compliance with retention schedules.
• Functions as a team leader and has supervisory responsibilities for the Office Support Specialist II position.
• Provides training for staff and the public including records management and database features and queries.
• 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 Bachelors Degree in Business Management and four years of work experience in records and database management and previous supervisory experience.

• Knowledge of Department of Environmental Quality programs policies procedures and rules.
• Knowledge of State of Wyoming Records Center procedures and policies.
• Knowledge of State of Wyoming and 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 State of Wyoming and 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 with web-based databases and developing queries for reporting.
• 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.

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.

• 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.

Clickhere to view the State of Wyoming Classification and Pay Structure.

URL: State of Wyoming is an Equal Opportunity Employer and actively supports the ADA and reasonably accommodates qualified applicants with disabilities.

Class Specifications are subject to change please refer to the A & I HRD Website to ensure that you have the most recent version.