Job Information
State of Minnesota Records Coordinator - Management Analyst 4 in Fergus Falls, Minnesota
Working Title: Records Coordinator
Job Class: Management Analyst 4
Agency: Human Services Dept
Job ID : 85835
Location : Statewide
Telework Eligible : Yes - This position has a flexible work arrangement that may allow for Telework (https://mn.gov/mmb-stat/policies/1422-telework.pdf) or a mixture of working in our office and Telework (https://mn.gov/mmb-stat/policies/1422-telework.pdf) ; This team is currently Teleworking (https://mn.gov/mmb-stat/policies/1422-telework.pdf) ; however, this may change in the future with notice.
Full/Part Time : Full-Time
Regular/Temporary : Unlimited
Who May Apply : Open to all qualified job seekers
Date Posted : 04/24/2025
Closing Date : 04/30/2025
Hiring Agency/Seniority Unit : Department of Human Services / DHS MAPE State Operated Svcs
Division/Unit : Direct Care and Treatment / DCT GCO Operations Legal Serv
Work Shift/Work Hours : Day / 8:00 a.m. - 4:30 p.m.
Days of Work : Monday - Friday
Travel Required : Yes - Up to 10% to attend required on-site meetings and trainings.
Salary Range: $32.99 - $48.93 / hourly; $68,883 - $102,165 / annually
Classified Status : Classified
Bargaining Unit/Union : 214 - MN Assoc of Professional Empl/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 Department of Human Services is unable to provide sponsorship for work visas. Applicants must be eligible to work in the United States at the start of employment. DHS does not participate in E-Verify.
Direct Care and Treatment (DCT) is seeking an individual to join our DCT Data Privacy Office for an exciting and rewarding opportunity as a Records Coordinator! As the Records Coordinator, you will provide oversight of the operational management of DCT records and act as a subject-matter expert in records management within the DCT General Counsel’s office, working closely with DCT leadership, legal counsel, and other internal and external stakeholders to ensure compliance with state and federal regulations. This role is critical in developing and enforcing legally compliant and operationally sound records management strategies, policies/procedures, and systems for paper and electronic records.
In collaboration with the assigned Deputy General Counsel, you will research, recommend, promote, and implement best practices in records management, focusing on privacy, data security, transparency, and legal compliance while utilizing strong project management skills to achieve coordinated objectives. As the Records Coordinator, you will oversee DCT's records retention schedules, manage public records requests and legal holds, and support e-Discovery efforts while ensuring accurate redaction and legal review of documents. Additionally, you will manage the day-to-day operations and tracking of record systems, ensuring compliance with reporting requirements and the effective implementation of policies and procedures.
Primary responsibilities:
Design and manage DCT's records management operational infrastructure; develop and implement procedures to ensure smooth execution and compliance with state and federal regulations.
Provide operational oversight and support for DCT’s public data request and e-Discovery process.
Lead and manage the implementation and enhancement of DCT's legal hold process, ensuring compliance with legal hold obligations across DCT.
Lead projects for internal compliance audits to assess records management practices.
Lead and manage the daily responsibilities of records management staff, including task prioritization, scheduling, assignment, direction, and oversight, to ensure the practical completion of records management duties while maintaining compliance with legal and regulatory standards.
Create and manage processes and effective workflow for special projects.
Minimum Qualifications
Three (3) years of experience providing records and data management functions for an organization, which demonstrates the following:
Experience with public sector records management principles, including records retention scheduling and lifecycle management.
Applied knowledge of state and federal data practices laws, including experience interpreting and operationalizing legal and regulatory requirements.
Experience with developing and delivering infrastructure, including policy and procedures, technical training, and user resources.
Direct involvement in legal compliance activities related to records management, including e-discovery, legal holds, and privacy/security regulations (e.g., HIPAA, FOIA).
Proficiency with Microsoft Office tools and e-discovery platforms, particularly Microsoft Word, Excel, Outlook, SharePoint, and Everlaw (or comparable systems).
Note: A bachelor’s degree in legal studies, library and information science, archives and records administration, records management, or another closely related field may substitute for one (1) year of work experience. A master’s degree or higher in legal studies, library and information science, archives and records administration, records management, or related field may substitute for two (2) years of experience.
Preferred Qualifications
Proven ability to manage cross-functional teams and work with legal counsel, IT staff, and other internal stakeholders to ensure the success of records management and compliance projects.
Experience developing, overseeing, and facilitating work groups and teams that create and implement action plans.
Problem-solving skills within legal constraints to address complex challenges effectively.
Proven experience leading and managing complex projects related to records management systems, retention schedules, legal holds, or data privacy compliance.
Certified Records Manager, Certified Records Analyst, Information Privacy Professional, or Paralegal certificate.
Strong understanding of. Public records laws (e.g., Minnesota Government Data Practices Act, FOIA, HIPAA) and their integration with records management practices.
Experience in e-discovery, document review, legal holds, and compliance with privacy and security regulations.
Proven ability to manage cross-functional teams and work with legal counsel, IT staff, and other internal stakeholders to ensure the success of records management and compliance projects.
Familiarity with data security protocols for sensitive information and compliance with privacy laws.
Ability to work across departments and with external stakeholders to ensure successful project completion and compliance with legal and regulatory requirements.
Ability to proactively address and resolve challenges in records management projects, including legal compliance, e-discovery, and public records requests.
High precision when reviewing and managing documents, ensuring compliance with retention schedules, privacy laws, and legal obligations.
Our employees are dedicated to ensuring cultural responsiveness. Preferred candidates will have various experiences working effectively with others from different backgrounds and cultures.
Additional Requirements
To facilitate proper crediting, 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.
REFERENCE/BACKGROUND CHECKS - The Department of Human Services will conduct reference checks to verify job-related credentials and criminal background check prior to appointment.
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.