Data Governance Specialist

Primary objective: perform specialized, technical, and confidential data and records management and data practices duties while facilitating excellent external and internal customer service.

City Values & Expectations

• Models and contributes to a positive work environment, culture of communication, engagement, and safety
• Communicates effectively and respectfully with employees and the general public, including those of diverse racial, ethnic, religious, and socioeconomic backgrounds
• Works cooperatively as a member of a team; develops and maintains effective working relationships with diverse coworkers and community members
• Consistently brings a high level of self-awareness and empathy to all personal interactions
• Embraces the City’s shared values and contributes toward accomplishing the City’s vision and goals by being creative, innovative, continuously learning, and communicating clearly

Responsibilities

Records Management

• Scanning and managing electronic documents and physical records in compliance with Records Management principles and City objectives
• Preparing documents for scanning or importing into the electronic document system
• Assisting with the off-site storage of physical records
• Processing internal records requests
• Assisting with disposing of data and records in conformance with applicable policies and laws

Data Practices

• Assisting the Responsible Authority and Data and Records team in coordinating the processing, compiling, preparing, redacting, and releasing of data in response to various data requests in accordance with the Minnesota Government Data Practices Act (MGDPA) and other applicable laws
• Acquiring and maintaining knowledge of the MGDPA regarding the classification and release of data
• Maintaining confidentiality of private data and processes

General

• Providing prompt, quality customer service to internal and external customers with patience, respect, and professionalism
• Assisting in facilitating records management and data practices outreach to City staff
• Handling the physical aspects of the position’s essential functions, including lifting up to 40 pounds and standing and sitting for periods of time
• Performing other duties and responsibilities as apparent or assigned

Requirements

• Ability to prioritize work assignments and complete tasks thoroughly, accurately, and timely
• Ability to develop and maintain positive, collaborative working relations with other City departments, government agencies, vendors, and members of the public
• Ability to work effectively and courteously with customers
• Ability to communicate effectively both orally and in writing
• Ability to maintain private and confidential information
• Demonstrated knowledge and experience in the administration and coordination of records management in an office environment
• Understanding of electronic document management systems (EDMS) concepts, including imaging, electronic document management, organization, and related equipment
• Understanding of the processing of data requests and data classification according to the Minnesota Government Data Practices Act
• Ability to work independently with little supervision and maintain confidentiality
• Ability to lift up to 40 pounds
• Working experience with Microsoft Office Suite; Laserfiche or a comparable records management system
• Advanced organization skills and a high level of attention to detail

Qualifications

Minimum Qualifications

• High School graduation or equivalent
• Three years of general office support experience, including customer service experience
• Proficient with Microsoft Office Suite and ability to readily learn various software applications
• Experience with electronic document management software applications

Desirable Qualifications

• Three years of experience working for a local, county, state, or federal government
• Training in or knowledge of the Minnesota Government Data Practices Act
• Experience with processing data requests under the Minnesota Government Data Practices Act
• Three years of experience with records management concepts, including records life cycle, records inventory and retention scheduling, filing and indexing systems, appropriate equipment and supplies, software applications, storage management, and archival concepts
• Experience with data request management software
• Experience with Laserfiche or similar electronic records management software

Pay

Anticipated hiring range: $30.64 – $33.15 hourly
2025 full salary range: $30.64 – $35.85 hourly

Schedule

Part-time; non-exempt; benefits ineligible

Ongoing part-time employees who are employed for more than 6 months will make contributions to the pension program (PERA) through payroll deductions unless they qualify for one of the exemptions. In addition, part-time employees may receive Paid-time Off (PTO) at a rate outlined in the employee handbook and are eligible for paid parental leave after 6 months of employment. Temporary/seasonal employees do not receive benefits outside of Paid-time Off (PTO) at a rate outlined in the employee handbook.