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 (https://mn.gov/mmb/careers/diverse-workforce/people-with-disabilities/connect700/) : 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.

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.

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.

AN EQUAL OPPORTUNITY EMPLOYER

Minnesota State Colleges and Universities is an Equal Opportunity employer/educator committed to the principles of diversity. We prohibit discrimination against qualified individuals based on their race, sex, color, creed, religion, age, national origin, disability, protected veteran status, marital status, status with regard to public assistance, sexual orientation, gender identity, gender expression, or membership in a local commission as defined by law. As an affirmative action employer, we actively seek and encourage applications from women, minorities, persons with disabilities, and individuals with protected veteran status.

Reasonable accommodations will be made to all qualified applicants with disabilities. If you are an individual with a disability who needs assistance or cannot access the online job application system, please contact the job information line at 651-259-3637 or email careers@state.mn.us . Please indicate what assistance is needed.