Records and Data Practices Coordinator - Management Analyst Staff Specialist

Job Details

Working Title: Records and Data Practices Coordinator
Job Class: Management Analyst Staff Specialist
Agency: Health Department

• Job ID: 83434
• Location: St. Paul
• Telework Eligible: Yes
• Full/Part Time: Full-Time
• Regular/Temporary: Unlimited
• Who May Apply: Open for bids and to all qualified job seekers simultaneously. Bidders will be considered through 01/28/2025.
• Date Posted: 01/22/2025
• Closing Date: 02/04/2025
• Hiring Agency/Seniority Unit: Health Department (MDH)
• Division/Unit: Health Regulation / Reconsiderations Unit
• Work Shift/Work Hours: Day Shift / 8:00am - 4:30pm
• Days of Work: Monday - Friday
• Travel Required: No
• Salary Range: $29.78 - $43.82 / hourly; $62,180 - $91,496 / annually
• Classified Status: Classified
• Bargaining Unit/Union: 214 - MN Association of Professional Employees (MAPE)
• FLSA Status: Nonexempt
• Designated in Connect 700 Program for Applicants with Disabilities: Yes

The work you'll do is more than just a job.

At the State of Minnesota, employees play a critical role in developing policies, providing essential services, and working to improve the well-being and quality of life for all Minnesotans. The State of Minnesota is committed to equity and inclusion, and invests in employees by providing benefits, support resources, and training and development opportunities.

Job Summary

The Health Regulation Division within the Department of Health is committed to ensuring that all Minnesotans receive quality healthcare in a safe environment. We prioritize efficiency, compliance, and innovation in managing records and information. We are currently seeking a highly organized and detail-oriented Records and Data Practices Coordinator to join our team.

The Records and Data Practices Coordinator plays a key role in supporting our mission by ensuring that records management practices comply with regulatory requirements and align with organizational goals. This position also upholds government transparency and personal privacy by facilitating timely and appropriate responses to records requests under the Minnesota Government Data Practices Act and the Freedom of Information Act. This role will act as the division's liaison with the MDH Data Practices and Records Management office, the federal CMS Regional Office Freedom of Information Group, Minnesota health-related licensing boards that require division records, and other stakeholders with whom the division regularly shares records and data.

Responsibilities for the Records and Data Practices Coordinator include the following:

• Develop, promote, and maintain records management policies and procedures
• Oversee the creation, classification, storage, retrieval, and destruction of records in accordance with established guidelines.
• Serve as primary point of contact for all records-related inquiries.
• Coordinate across the division to ensure complete, accurate, and compliant responses to requests for Division records and data.
• Monitor and support compliance with data retention schedules and legal obligations.
• Provide training and support to staff on best practices for records management, data handling, and compliance.

This position is telework eligible for applicants who reside in Minnesota, Wisconsin, Iowa, North Dakota or South Dakota. Position location will be determined by the final candidate and will be based out one of the following MDH district office locations: St. Paul, St. Cloud, Duluth, Rochester, Mankato, Marshall, Bemidji, Fergus Falls.

Qualifications

Minimum Qualifications

To facilitate proper considered for this position, please ensure that your resume clearly describes your experience in the areas listed and indicates the beginning and ending month and year for each job held.

Two (2) years of experience* that must include working with all of the following:

• Records management systems such as Microsoft Sharepoint or other systems that store, organize or track records
• Records retention
• Document management software that helps manage, store and retrieve documents

Additional minimum qualifications that will be assessed during the interview process:

• Analytical skills and research capabilities sufficient to interpret state and federal information, policy, laws, and regulations.
• Communication skills sufficient to deliver complex concepts effectively to diverse audiences, both in writing and orally.
• Human relations skills to establish and maintain positive and effective working relationships with diverse stakeholders.
• Substitute for experience with a degree in Records Management, Business Administration, Health Information Management, or closely related field as described below:

• Associates = 6 months
• Bachelor's = 12 months
• Master's = 18 months
• Doctoral = 24 months

Preferred Qualifications

• Knowledge of Centers for Medicare and Medicaid Services (CMS) requirements and guidelines in responding to federal records possessed by the state.
• Experience working in a government agency or other organization where records management, retention, and data privacy are highly regulated.
• Knowledge of the laws, rules, regulations and other authorities impacting the maintenance and disclosure of government data.
• Knowledge of the Minnesota Government Data Practices Act and the Freedom of Information Act and understanding of the distinction between them.
• Experience with training professional staff on records management and data practices.

Additional Requirements

This position requires successful completion of a background check and employment reference check.

Application Details

How to Apply

Select “Apply for Job” at the top of this page. If you have questions about applying for jobs, contact the Careers Help Desk at 651-259-3637 or email careers@state.mn.us. For additional information about the application process, go to http://www.mn.gov/careers.

Contact

If you have questions about this position, contact Lisa Jacques at lisa.jacques@state.mn.us or 651-201-5788.

To receive consideration as a Connect 700 Program applicant, apply online, email the Job ID#, the Working Title and your valid Proof of Eligibility Certificate by the closing date to Lisa Jacques at lisa.jacques@state.mn.us.

If you are an individual with a disability and need an accommodation for an interview, you may contact the Department of Health ADA Coordinator at health.hr.ada@state.mn.us.

About Health Department

Come work for one of the best public health systems in the nation and you will contribute to our mission to protect, maintain and improve the health of all Minnesotans. We are working hard to achieve our vision for health equity in Minnesota, where all communities are thriving, and all people have what they need to be healthy. Our collaborative, mission-driven work environment is a major factor in promoting a high level of employee health awareness, employee longevity and job satisfaction.

Working together to improve the state we love.

What do Minnesota's State employees have in common?

• A sense of purpose in their work
• Connection with their coworkers and communities
• Opportunities for personal and professional growth

Benefits

As an employee, you'll have access to one of the most affordable health insurance plans in Minnesota, along with other benefits to help you and your family be well.

Your benefits may include:

• Paid vacation and sick leave
• 12 paid holidays each year
• Low-cost medical, dental, vision, and prescription drug plans
  • Fertility care, including IVF
  • Diabetes care
  • Dental and orthodontic care for adults and children
• 6 weeks paid leave for parents of newborn or newly adopted children
• Pension plan that provides income when you retire (after working at least three years)
• Employer paid life insurance to provide support for your family in the event of death
• Short-term and long-term disability insurance that can provide income if you are unable to work due to illness or injury
• Tax-free expense accounts for health, dental, and dependent care
• Resources that provide support and promote physical, emotional, social, and financial well-being

Support to help you reach your career goals:

• Training, classes, and professional development
• Federal Public Service Loan Forgiveness Program (Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, visit the Federal Student Aid website at studentaid.gov)

Employee Assistance Program (EAP) for work/life support:

• A voluntary confidential program that helps employees and their families with life challenges that may impact overall health, personal well-being, or job performance
• Common sources of stress can be addressed through the EAP: mental health, relationship challenges (personal and work), grief and loss, finances, and legal issues
• Daily Living/Convenience Services: Chore services, home repair, trip planning, child/elder care

Programs, resources and benefits eligibility varies based on type of employment, agency, funding availability, union/collective bargaining agreement, location, and length of service with the State of Minnesota.

EQUAL OPPORTUNITY EMPLOYERS

Minnesota state agencies are equal opportunity, affirmative action, and veteran-friendly employers. State agencies are committed to creating a workforce that reflects the diversity of the state and strongly encourages persons of color and Indigenous communities, members of the LGBTQIA2S community, individuals with disabilities, women, and veterans to apply. The varied experiences and perspectives of employees strengthen the work we do together and our ability to best serve Minnesotans.

All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, sex (including pregnancy, childbirth, and disabilities related to pregnancy or childbirth), gender identity, gender expression, marital status, familial status, age, sexual orientation, status regarding public assistance, disability, veteran status or activity in a local Human Rights Commission or any other characteristic protected by law.

APPLICANTS WITH DISABILITIES

Minnesota state agencies make reasonable accommodations to their employees and applicants with disabilities. If you have a disability and need assistance in searching or applying for jobs with the State of Minnesota, call the Careers Help Desk at 651-259-3637 or email careers@state.mn.us and let us know the support you need.