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MANAGEMENT ANALYST 4 , Records Management

$ 23.38-$ 34.67 hourly, $ 48,817-$ 72,391 annually

Date Posted:   09/05/2013
Closing Date:   09/16/2013
Working Title:   Records Manager
Hiring Agency:   Health Department
Division/Bureau:   Executive Office/Legal Unit
Location:   Freeman Building, St. Paul
Who May Apply:   Open to all qualified job seekers
Posting Number:   13HEAL000436
Employment Conditions:   Permanent, Full-time
Work Shift:   Day Shift
Days of Work:   Monday-Friday , 08:00 AM-04:30 PM
Travel Required:   no
Job Grouping:   General Administration
Classified Status:   Classified
Job Description:   This position is located in the Executive Office/Legal Unit.

The position will lead and direct the development and implementation of a department-wide Records Management Program for the Minnesota Department of Health (MDH). The position responsibilities will cover all aspects of information and records management to: ensure compliance with statutory and regulatory requirements; minimize risks associated with managing records and information; and protect and preserve corporate memory and records of essential and historical value.

With guidance from the MDH Data Governance Group, the position has the responsibility to develop a department-wide strategic plan, setting strategic direction and goals to address the management of paper and electronic records from creation through their eventual disposal.

This position will oversee Records Management Program functions, which include compiling and distributing policies and procedures, designing workflow processes, developing records retention schedules, recommending equipment and automation solutions, as well as developing tools for evaluating and monitoring risk and compliance. This position is called upon to analyze office services, policies, procedures, and practices at the department level and revise as needed to assure efficient, effective, and economical delivery of services. This position also oversees the implementation and modification of work methods of the MDH records management staff.
Minimum Qualifications:   Three years of advanced professional experience in planning, developing and implementing records management programs for physical and electronic environment and systems. Experience to include developing and implementing records retention schedules and taxonomy; working with Electronic Document and Records Management Systems (EDRMS); and creating training materials to educate users of the records system about their record keeping responsibilities.

Master's Degree may substitute for one year of the required experience. A Bachelor's Degree may substitute for six months of the required experience.

Demonstrated knowledge of policies and procedures related to records retention, storage and disposal.

Experience conducting, validating and analyzing results of surveys or records inventories.

Interpersonal/human relations skills sufficient to establish effective working relationships.

Excellent written and communications skills.

Designation as a Certified Records Manager (CRM) by the Institute of Certified Records Managers or eligibility to begin the certification process.

Preferred Qualifications:   Designation as a Certified Records Manager (CRM) by the Institute of Certified Records Managers.

Experience running a records management program in a large organization/government agency (comparable to MDH).

Knowledge of the Minnesota Government Data Practices Act and state statutes regarding management of government records.

Ability to analyze and interpret legal and statutory requirements for records management.

Principles of administrative management sufficient to plan organize and direct resources to achieve full productivity.

Project administration sufficient to design and plan projects, analyze cost-benefit considerations, establish time and cost controls, monitor progress, and evaluate project results.

Knowledge of MDH mission, objectives, and strategic planning efforts.

Knowledge of MDH business processes in order to help define the technology architecture needed to support those processes.
Selection Process:   The selection process is a resume-based, skill-matching process. All applicants who apply to this posting will be evaluated against the Minimum Qualifications stated above. If your skills match the required skills for this position, the department may contact you.

Recently Separated Veterans (RSV): Effective July 1, 2009, legislation provides that the top five RSV applicants who apply and meet the qualifications for a vacancy be granted an interview. To qualify as a RSV, you must meet all of the following criteria: 1) have separated under honorable conditions from any branch of the armed forces of the United States; 2) have served on active duty for 181 consecutive days or more or for the full period ordered to active duty or have separated by reason of disability incurred while serving on active duty; 3) be a United States citizen or resident alien; and 4) have served in active military service at any time on or after September 11, 2001, as shown on your DD-214 form. To be considered under this legislation, you must: 1) meet all of the Minimum Qualifications identified in this posting; 2) meet all of the above RSV criteria; and 3) submit a copy of your DD-214 form by the closing date to or fax to 651-201-5779. Failure to submit your DD-214 form will affect your consideration for an interview under the terms of this legislation.

Certain Disabled Veterans: Effective August 1, 2012, legislations provides state agencies with the option to appoint certain disabled veterans on a noncompetitive basis if you meet the following criteria: 1) meet service requirements and has verified service-connected disability rating of at least 30%; 2) provide qualifying documentation verifying the disability; and, 3) meet all of the Minimum Qualifications identified in this posting. To be considered under this legislation you must submit all documentation by the closing date to or fax to 651-201-5779.
How to Apply:   This position is open for bids and for all qualified applicants simultaneously. This vacancy will be filled in accordance with applicable union contract provisions. Current employees of the Minnesota Department of Health who are currently in a Management Analyst 4, Records Management position and who are eligible to bid will be considered prior to filling the position via other means.

If you are interested in being considered for this position, please do one of the following by the closing date:

1) Submit your resume through the on-line Resume Builder at You may copy and paste your existing resume or let the software create a resume for you. After you've completed your on-line resume, apply directly to this job posting (#13HEAL000436) by checking the "Apply for This Job" box and then clicking the "Apply to Selected Jobs" box at the bottom of the posting.

2) If you are unable to apply on-line via Resume Builder, submit your resume and a completed State of Minnesota Employment Application form to: Minnesota Management & Budget (MMB), 200 Centennial Office Building, 658 Cedar Street, St. Paul, MN 55155. Please include this job posting number (#13HEAL000436) on your application. The paper application is available on the MMB website at or by calling 651-259-3637.

Current State Employees: Please note that employment provisions (including but not limited to seniority and leave accrual) vary among the three branches of Minnesota State government. When considering a job with another branch of state government, you are highly encouraged to explore these differences. For assistance, please direct questions to your current or anticipated Human Resources office.

Contact for More Information:   David Orren, 651-201-5742/