Records Analyst (Administrator II) - Denver

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　　Records Analyst (Administrator II) - Denver

　　Salary

　　$48,396.00 - $55,644.00 Annually

　　Location

　　Denver, CO

　　Job Type

　　Full Time

　　Job Number

　　HAA-50137490-01/24

　　Department

　　Department of Transportation

　　Division

　　Office of Government Relations

　　Opening Date

　　01/24/2024

　　Closing Date

　　2/6/2024 11:59 PM Mountain

　　FLSA

　　Determined by Position

　　Primary Physical Work Address

　　2829 W. Howard Place, Denver, CO 80204

　　FLSA Status

　　Non-Exempt; position is eligible for overtime compensation.

　　Description

　　Benefits

　　Questions

　　Department Information

　　This position is only open to Colorado state residents.

　　This position is covered by the Partnership Agreement between the State of Colorado and Colorado Workers for Innovative and New Solutions (COWins).

　　New employees to the State will be paid biweekly. There are 26 biweekly pay periods in a year.

　　About CDOT

　　Do you want to make a difference in Coloradans’ lives? Do you have a passion for helping people and keeping them safe? At the Colorado Department of Transportation (CDOT), you will have the opportunity to do just that. The work our people do contributes to keeping Coloradans and visitors safe and provides freedom, connection, and experience through travel. Please visit our careers page (https://www.codot.gov/topcontent/employment/overview.html) to learn about CDOT and how we are making Colorado a great place to live, work and play, now and for the future! Also, check out our excellent benefits (https://dhr.colorado.gov/state-employees/state-of-colorado-employee-benefits) package!

　　CDOT for All

　　CDOT’s strength is our people, and our commitment to our people is to shape, support, and sustain the employee experience, and ultimately, create a supportive workplace where everyone, regardless of gender, race, ethnicity, religion, national origin, age, sexual orientation, gender identity, citizenship status, education, disability, socio-economic status, or any other identity, has the opportunity to thrive.

　　Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, go to https://studentaid.gov/pslf/

　　The eligible list created from this announcement may be used to fill one or more positions.

　　#LI-POST

　　Description of Job

　　About the Work Unit

　　The Records Management Program maintains CDOT’s records in a manner which is secure, cost effective, and complies with state and federal requirements. We are currently transitioning from a paper-based to a paper-less system and educating CDOT’s employees that refraining from accumulating unnecessary records, which are not essential to the proper functioning of the institution or unit, allows CDOT to work more efficiently and cost effectively. Key to this effort is developing a structure to digitally retain all CDOT records in a manner that meets international archiving standards. This also includes training on naming conventions, folder structures, destruction of records, and responsibilities of state employees so we can provide better support to engineers and customers statewide. We support business processes throughout CDOT by providing solutions, user support, and training to internal staff for all software applications, such as ProjectWise, OnBase, PMWeb, Survey 123, Google, MicroStation, InRoads, SalesForce, and other software applications.

　　About the Position

　　As the Records Analyst, you will provide high level internal customer service for engineering records in ProjectWise and PMWeb. You will identify and analyze all construction records being migrated from ProjectWise and PMWeb into OnBase. You will be responsible for preparing and structuring records for importing into OnBase and for working with Subject Matter Experts (SMEs) to ensure that the records are placed in the proper location in ProjectWise.

　　Your duties and responsibilities will include, but are not limited to, the following:

　　“Tag”/identify and analyze all construction records being migrated from ProjectWise and PMWeb into OnBase.

　　Prepare and structure records for importing into OnBase.

　　Perform quality checks on records migrating from ProjectWise and PMWeb to OnBase.

　　Use experience to recommend improvements to the process for tagging and identifying records correctly prior to migration to OnBase.

　　Track a large number of records being prepared and in transit across the state and at the vendor.

　　Work with SMEs to ensure that the records are placed in the proper location in ProjectWise.

　　Perform customer support verifying permissions and assisting in locating documentation in ProjectWise.

　　Work with Engineers and specialty groups to ensure that the Electronic Document Management Systems at CDOT are meeting their needs.

　　Work closely with the Data Program and Project Analysis Analyst on changes to ProjectWise and PMWeb.

　　Provide organizational document management across CDOT for engineering records.

　　Perform Quality Control of all records migrated from ProjectWise or PMWeb to OnBase.

　　Provide approved training to help CDOT staff understand their records and archiving processes.

　　Prepare status reports on project progress and give weekly status updates.

　　Other job duties as assigned.

　　Work Environment:

　　Your schedule will primarily be 8:00 am – 5:00 pm work hours, Monday-Friday, but we are flexible to meet your work/life balance needs while ensuring CDOT business needs are met.

　　You will likely work a hybrid schedule with a combination of in-office and remote work.

　　Travel required during work hours throughout Metro Denver/Front Range.

　　Occasional overnight travel 1-3 times a year throughout Colorado.

　　Required to operate CDOT vehicles

　　Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

　　Minimum Qualifications

　　Experience Only:

　　5 years of experience in any combination of the following:

　　Records management

　　Working with metadata and how it pertains to construction projects

　　Experience working with Bentley ProjectWise and Hyland’s OnBase

　　Working with Construction Project Documentation

　　Tracking information in spreadsheets and software systems

　　Reviewing documentation for accuracy and quality assurance

　　Providing guidance to customers on business processes and procedures

　　This experience must have included at least 1 year of experience in records management related to construction project documentation.

　　Combination of Experience & Education:

　　1 year of experience in records management related to construction project documentation.AND

　　A bachelor’s degree from an accredited college or university in Business Administration, Public Administration, Archival Studies, History, Library Science, I would add history to this list Information Studies, Data Science, Digital Media, Communications, or another field of study closely related to the duties of this position. Education Only:

　　A graduate degree from an accredited college or university in Business Administration, Public Administration, Archival Studies, Library Science, Information Studies, Data Science, Digital Media, Communications, or another field of study closely related to the duties of this position.Please Note: The required experience must be substantiated within the work experience section of your application. “See Resume” statements on the application or resumes in lieu of a complete application may not be accepted. Additional information submitted after the closing date of this announcement will not be considered in the review of your application. In addition, part-time work will be prorated.

　　College Transcripts: If you are using education to qualify, a legible copy of your official or unofficial college transcript(s) or a foreign credential evaluation report must be submitted with your application. Transcripts must show the name of the school and that a degree was conferred. Transcripts from colleges or universities outside of the United States must be assessed for U.S. equivalency by a NACES educational credential evaluation service. Failure to provide a transcript or foreign credential evaluation report may result in your application being rejected and you will not be able to continue in the selection process for this position.

　　Conditions of Employment

　　Must pass a pre-employment screening which may include social security number trace, criminal records check, public court records check, educational records, and driving records checks. More information in the supplemental information section.

　　A current valid driver’s license is required for all Colorado Department of Transportation (CDOT) positions which require operating a state or personal motor vehicle to perform one or more essential functions of the position.

　　Preferred Qualifications

　　The exceptional applicant will possess the proven ability or accomplishment in the following:

　　Demonstrated success with the duties listed in the Description of the Job section.

　　Years of State service experience related to the duties of this position.

　　Highest work/personal ethics and integrity.

　　Exemplary customer service, relationship building and interpersonal skills.

　　Excellent oral and written communication skills.

　　Excellent high-level administrative, clerical, and data management/tracking/monitoring skills and experience.

　　Ability to partner and communicate with a variety of internal and external customers with sensitivity to their needs and priorities.

　　Ability to work effectively with staff from all levels within the organization.

　　Strong planning, organizing, prioritizing and time management skills.

　　Strong attention to technical detail and accuracy;

　　Strong reasoning, analytic, investigative and problem-solving skills and experience.

　　Proven ability to independently manage multiple assignments, priorities, and projects in a demanding environment.

　　Ability to work under tight deadlines and be adaptable to changing assignments.

　　Knowledge of applicable federal and state laws and regulations as it pertains to records management, federal regulations for emergency projects and CORA, public disclosure.

　　Demonstrated skill in developing and implementing new processes;

　　Ability to work effectively in both independent and team situations.

　　Ability to follow directions and ask questions when unsure.

　　Ability to quality check the work of others regarding both paper and electronic documents.

　　Understanding of record file plans and the State's general and unique file plans.

　　OnBase and Project Wise (PWZ) experience and aptitude.

　　Fluency in Microsoft Office Suite (Word, Excel, PowerPoint), Gmail and Google Applications, SAP, and the ability to quickly learn other software systems.

　　Supplemental Information

　　Applicant Checklist

　　Complete Applications must include the following documents:

　　A complete CDOT Application for Announced Vacancy (please submit online using the green 'APPLY' button at the top of this announcement)

　　A complete Supplemental Questionnaire (The questionnaire is part of the online application. You will be prompted to answer them as you are completing your online application.)

　　A cover letter that describes your interest in this position, how your experience aligns with the minimum and preferred qualifications of this position. Cover letters must be uploaded as an attachment to your online application. Cover letters will not be accepted after the closing date and time of the announcement.

　　If you are using education to qualify, a copy of your official or unofficial transcript showing that your degree has been conferred and the name of your school, or your NACES accreditation. Please submit this as an attachment to your online application.

　　If you are a veteran, a copy of your DD214. Please submit this as an attachment to your online application.

　　Only complete applications submitted by the closing date for this announcement will be given consideration. Every effort must be made to submit all application materials by the announcement close date. Where unusual circumstances prevent timely acquisition of transcripts, they must be submitted within five business days of the announcement close date. Resumes will not be accepted in lieu of a completed application. Failure to submit properly completed documents by the closing date of this announcement may result in your application being rejected.

　　Notifications:

　　All correspondence regarding your status in the selection/examination process will be via email. Include your current working email address on your application and check your email frequently as you could receive time sensitive correspondence regarding this position. We highly recommend that you set up your email to accept messages from "state.co.us" and "[email protected]" addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email. Immediately after you submit your application you should receive an email that confirms that you successfully submitted an application for this position. If you do not, try submitting again until you receive the confirmation email. Be sure to also check your junk folder for email communications from the State of Colorado's website.

　　The Hiring Process:

　　All applications that are received by the closing of this announcement will be reviewed against the minimum qualifications in this announcement. Candidates who meet the minimum qualifications proceed to the next step.

　　Colorado Revised Statutes require that state employees are hired and promoted based on merit and fitness through a comparative analysis process.

　　Part, or all, of the comparative analysis for this position may be a structured application review, which involves a review of the information you submit in your application materials by Subject Matter Experts (SMEs) against the preferred qualifications.

　　Be sure your application materials specifically address your qualifications, experience, work products, and accomplishments as they relate to the Major Duties, Minimum Qualifications, and Preferred Qualifications sections as listed above. Failure to include adequate information or follow instructions by the deadline for application may result in your application not being accepted for this position and may affect your inclusion as a qualified candidate in any step of the selection process and placement on the eligible list.

　　A top group, up to six candidates, will be invited to schedule an interview with the hiring manager.

　　Transfer, Non-Disciplinary Demotion or Reinstatement

　　If you believe that you are eligible to be considered as a transfer, non-disciplinary demotion, or reinstatement to this vacancy, you must submit a completed application following the directions in this job announcement and you will be included in the selection process along with other qualified applicants. If you are the finalist for this position after the selection process, Human Resources will confirm your eligibility to be appointed as a transfer, non-disciplinary demotion, or reinstatement applicant.

　　Employment Screening

　　If an applicant reaches the finalist stage of the hiring process, the Colorado Department of Transportation may procure a consumer report and/or investigative consumer report on the applicant in connection with his/her application for employment purposes, as defined under the Fair Credit Reporting Act. These reports may be obtained at any time after receipt of the applicant's authorization. As part of the employment screening an applicant will be requested to disclose any deferred judgments and convictions as well as an explanation of the circumstances around any arrest or conviction. In the event that a screening returns information that the applicant believes is not accurate, he or she will have an opportunity to dispute the information with “Info Cubic.”

　　Info Cubic, a consumer reporting agency, will obtain the report for CDOT. Further information regarding Info Cubic, a Division of Orange Tree, including its privacy policy, may be found online at www.InfoCubic.com and www.OrangeTreeScreening.com. Info Cubic is located at 7275 Ohms Lane, Minneapolis, MN 55439, and can be reached at 877.360.4636 or 888.222.0667.

　　The report may contain information bearing on the applicant's character, general reputation, personal characteristics, and mode of living. The information that may be included in the report includes social security number trace, criminal records check, public court records checks, educational records, and driving records checks. CDOT will only request credit reports insofar as they relate to the position for which the applicant is applying. The information contained in the report will be obtained from private and/or public record sources. The applicant will have the right, upon written request made within a reasonable time after receipt of a notice, to request disclosure of the nature and scope of any investigative consumer report.

　　Appeal Rights

　　If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director. An appeal or review must be submitted on the official appeal form, signed by you or your representative. This form must be delivered to the State Personnel Board by email ([email protected]), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver, CO 80203), or faxed (303.866.5038) within ten (10) calendar days from your receipt of notice or acknowledgement of the department’s action. For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board go to spb.colorado.gov; contact the State Personnel Board for assistance at 303.866.3300; or refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov under Rules.

　　Equity, Diversity, and Inclusion

　　The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.

　　Discrimination and/or harassment against any person is prohibited because of disability, race, creed, color, sex, sexual orientation, religion, age, national origin, ancestry, political affiliation, veteran’s status, marital status, gender identity or any other protected class recognized under the Colorado Anti-Discrimination Act (CADA). This applies to all employment decisions.

　　ADAAA Accommodations

　　CDOT is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability as defined by the ADA Amendments Act of 2008 (ADAAA) with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, or participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to Erin Hardin at [email protected].

　　Former State Employees

　　Former employees of the Colorado Department of Transportation System or any other State of Colorado Department or Agency, who were disciplinarily terminated or resigned in lieu of termination, must disclose this information on his/her application.

　　ERIN (SAP #50137490/PCR #55237)