Records and Data Management Specialist I 2025-00446 Print (https://www.governmentjobs.com/careers/wyoming/jobs/newprint/4832587) Apply  Records and Data Management Specialist I 2025-00446 Salary $24.78 - $27.53 Hourly Location Cheyenne, WY Job Type Permanent Full-time Job Number 2025-00446 Department Department of Environmental Quality Division Land Quality Opening Date 02/14/2025 Closing Date 3/14/2025 11:59 PM Mountain FLSA Non-Exempt Job Classification BARD07 + Description + Benefits + Questions Description and Functions Open Until Filled GENERAL DESCRIPTION: This position works under the direct supervision of the Land Quality Division (LQD) records manager in managing the paper and electronic records associated with permits for all solid mineral mining in the state. The LQD records contain a wide variety of documents and data including mineral and land ownership, permitted acres, reclamation cost estimates, and permit documents such as pre-mining environmental conditions, annual reports, and during-mining and post-mining engineering plans. This position assists with the receipt, generation, distribution, maintenance retrieval, use, and archiving of all official records for the Division. These duties require a thorough understanding of the principles of electronic records and database management. The employee routinely interacts with District Supervisors, LQD staff, industry representatives, consultants, and contractors. The person in this position will be required to function efficiently with very little supervision, including multi-tasking, and balancing routine and complex tasks and responsibilities. This position requires advanced skills in software applications such as Adobe Pro, SharePoint, database management, and the extended Microsoft Office Suite. This position is key to accomplishing the State paperless initiative, managing Division workflow, training staff, and ensuring the integrity of electronic records for the Division. Human Resource Contact: DEQ HRdeq.hr@wyo.gov ESSENTIAL FUNCTIONS: The listed functions are illustrative only and are not intended to describe every function which may be performed in the job level. + This position is responsible for assigning Temporary Filing Numbers (TFN), change numbers, revision numbers, and amendment numbers in MIDAS, the LQD e-permitting portal. This position is also responsible for TFN approvals and TFN terminations in MIDAS. These requests to assign, approve, or terminate the TFNs will be from the LQD permit coordinators and District Supervisors + Responsible for keeping the permit documents up to date during the TFN review process by LQD. This includes inserting and removing documents from the TFN folders and permit files. These insertions can be either electronic or paper. + Scan and upload all TFN and permit-related correspondence to MIDAS. All paper and electronic correspondence between LQD, the permit coordinators, and any other external stakeholders should be scanned and uploaded to MIDAS in an accurate and timely manner + Annual reports and revised annual reports are received in paper and electronic form and some through the Midas portal. These will need to be uploaded into Midas along with all annual report correspondence. + Provide training to LQD staff and Operators on MIDAS functionality including the annual report portal. + To realize the full efficiencies of the e-permitting capability of MIDAS, a critical step is to complete the conversion of all existing permits to electronic permits. Responsible for working under the supervision of the Records Manager to convert all LQD permits into electronic permits. This includes scanning, assigning file names, OCRing, optimizing file sizes, and uploading to MIDAS. + After the paper permit is fully electronic, ensure that the paper permit is sent to the State Archives using the RIMS (Records and Information Management System) portal. Coordinate the original scanned copies in Content Manager Archive’s portal and maintain all retention schedules. + Follow the retention and destruction schedules for the paper permits that are terminated and coordinate sending these paper permits to State Archives. + Coordinate with the Records manager and assist in scanning the required documents for public records requests received through the NextRequest portal. + Provide general support to LQD staff and operators to assist them in locating permit documents in MIDAS. Assist the LQD front office management on an as-needed basis. Qualifications PREFERENCES: + Preference may be given to those with a bachelor’s degree in data management or business OR 4-6 years of work experience with acquired knowledge about records management. KNOWLEDGE: + Knowledge of the principles and practices of records management, including management of long-term records, archiving requirements, electronic and paper documents, and records + Familiarity with using Electronic Records Management Systems (ERMS), preferably on a SharePoint platform + Computer skills, particularly with complex database usage, data entry, scanning, Adobe Pro, quality control of records and data,and creating, formatting, and analyzing spreadsheets from database queries. Familiarity with querying and ensuring record quality for a database. + Experience and familiarity querying databases, evaluating data quality, creating spreadsheets, pivot tables and graphs. + Collection, analysis, interpretation, and use of data pertaining to records management. Ability to organize complex records, documents, and electronic/paper files. + Strong verbal and written communication skills, ability to be assertive but polite, and capable of working with many personalities. + Ability to work on numerous projects simultaneously, and knowledge of standard office work procedures and practices. + Familiarity with Lean Six Sigma principles. + Ability to perform project management tasks, as well as apply change management practices + Knowledge of current DEQ statutes, rules, and regulations. MINIMUM QUALIFICATIONS: Education: Bachelor's Degree (typically in Records or Data Management) Experience: 0-1 year of progressive work experience (typically in Records and Data Management) with acquired knowledge at the level of a Records & Data Management Clerk OR Education & Experience Substitution: 3-4 years of progressive work experience (typically in Records and Data Management) with acquired knowledge at the level of a Records & Data Management Clerk Certificates, Licenses, Registrations: None Necessary Special Requirements PHYSICAL WORKING CONDITIONS: + Typical working conditions are in an office setting using a computer, scanner, and phone + Must be able to travel overnight on a quarterly basis for training and meetings NOTES: + FLSA: Non-Exempt Supplemental Information 020-Department of Environmental Quality- Land Quality Division Click here (https://ai.wyo.gov/divisions/human-resources/consultative-services/compensation/pay-tables-salary-averages) to view the State of Wyoming Classification and Pay Structure. URL: http://agency.governmentjobs.com/wyoming/default.cfm The State of Wyoming is an Equal Opportunity Employer and actively supports the ADA and reasonably accommodates qualified applicants with disabilities. Class Specifications are subject to change, please refer to the A & I HRD Website to ensure that you have the most recent version. Working for the State of Wyoming provides employees with a range of valuable benefits and offers a fulfilling career path. Employees enjoy comprehensive healthcare coverage, including medical, dental, and vision plans, ensuring their well-being and that of their families. Additionally, the state offers multiple retirement plans, which provide financial security and stability for employees once their career in public services comes to an end. the state recognizes the importance of personal time and offers generous paid time off and flexible arrangements, allowing employees to recharge, take care of personal matters, and maintain a healthy work-life integration. There are many benefits to living and working in Wyoming. Beautiful country with wide-open spaces, clean air, great recreational activities, and no State income tax to mention a few! Click here (https://ai.wyo.gov/for-job-seekers) to learn more!