Public Records Specialist

REQUIRED: QUALIFICATIONS:

• Bachelors degree plus 6 years of experience (advanced degree can be substituted for up to 2 years of experience)
• Proficiency in Microsoft Office suite, as well as Google Docs, Google Mail, and Google Drive.
• Demonstrated knowledge of:
  • Records management concepts, principles and processes.
  • Privacy and security of information, including Minnesota and Federal laws and regulations.
  • Record retention schedules.
  • Physical and electronic records standards, theory and processes.
• Knowledge and experience with data practices, document review and records management principles and practices at an operational level.
• Demonstrated good oral and written communication skills.
• Ability to exercise independent judgment and apply redactions consistent with state and federal privacy and disclosure laws
• Strong customer service skills
• Demonstrated good interpersonal skills, including the ability to deal internally with individuals at all levels of the organization, and with external clients
• Ability to prioritize and organize effectively.
• Ability to work independently as well as the ability to work effectively in a team setting.
• Strong attention to detail.

PREFERRED QUALIFICATIONS:

• Certification in Records Management (CRM) or a Masters degree or Juris Doctor

The Public Records Specialist provides advice, training and direction on federal, state, and institutional records management requirements; and oversees the collection, use, and dissemination of data in accordance with the Minnesota Government Data Practices Act (MGDPA) and other state and federal information privacy and disclosure laws. This position will also assist the Chief Data Practices Compliance Officer in all aspects of the performance of that positions duties.

This is a 100%, 12-months annually renewable position in the academic administrative personnel series (job code 9341A1, Admin Consultant/Analyst 1).

JOB DUTIES:

• Analyze and interpret University, state and federal requirements related to public records and privacy
• Under supervision of Chief Data Practices Compliance Officer, ensure Universitys compliance with the MGDPA. Work with University staff to gather requested information, review same, and redact not public data prior to dissemination. In performing redactions, the position will exercise independent judgement and apply redactions consistent with state and federal privacy and disclosure laws. Answer questions regarding requests for information.
• Assist in the development of training programs for data practices of public and not public data, including in- person and online classes. Review training offered by other units to determine if data practices training can be included. Create and update MGDPA function frequently asked questions on University website pages and data portal. Create and update data practices handouts on specific topics. Strategize and direct communication strategies regarding data practices education and office functions.
• Participate in professional educational and development programs. Keep abreast of records and technology literature and best practices.
• Represent office at department and college meetings, committees, task forces, and to external partners and agencies.

WORK DAYS: Monday to Friday

WORK MODE: Hybrid

PAY RANGE: $73,947-$97,000

The Office of Data Access and Privacy coordinates the development and implementation of a strategic plan for departmental and University-wide records management; provides advice, training and direction on federal, state and institutional records management requirements; and oversees the collection, use and dissemination of data in accordance with the Minnesota Government Data Practices Act and other state and federal information disclosure laws.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach the following:

• a cover letter
• resume.
• list of three professional references with their contact information

Additional documents may be attached after application by accessing your “My Job Applications” page and uploading documents in the “My Cover Letters and Attachments” section.

PRIORITY DEADLINE: October 14, 2024.

To request an accommodation during the application process, please e-mail [email protected] or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation’s most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of Americas Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).