DATA & DOCUMENT MANAGEMENT PROGRAM ASSISTANT

The State of New Hampshire; Concord (NH); On-site; USD 25,000 - 32,000; Full time

Benefits offered by this job

Health benefits

Retirement plan

Wellness program

Paid holidays

Job summary

The State of New Hampshire is seeking a Data & Document Management Program Assistant in Concord. The role supports the Solid Waste Management Bureau by handling e-library functions, data quality, and document control, while assisting in converting paper records to electronic formats and maintaining SOPs.

Responsibilities include data reporting, database queries, and acting as a back-up for the File Manager. Strong organizational skills and ability to work with public inquiries are essential.

Qualifications

• Equivalent combination of 2 years of education and experience after completion of high school.
• Administrative, clerical or office support, business, public administration, data management, information technology, or a related field.
• None

Responsibilities

• Develop and manage e-Library functions: quality control of documents, cataloging, uploading.
• Plan converting paper files to e-files in batches; update standard operating procedures.
• Process and maintain reporting data; run database queries; enter data; prepare reports.
• Back-up for File Manager: review permits, update records, support Public Information Center.
• Respond to phone, email, and in-person requests for SWMB information.
• Support program decisions with research; assist in implementing programs and Lean events.

Skills

Public administration

Data analysis

Operational procedures

Decision making

Interviews & fact-finding

Client meetings

Communication

Office record keeping

English proficiency

Office equipment knowledge

Education

2 years of education and experience after high school

Tools

Report writing software

Job description

DATA & DOCUMENT MANAGEMENT PROGRAM ASSISTANT

Position #44977. Typical Starting Salary: $17.81/hour - $23.39/hour. The State of New Hampshire, Department of Environmental Services, Waste Management Division, Solid Waste Management Bureau, has a full-time vacancy for Data and Document Management Program Assistant.

Summary: Performs a variety of data management, record-keeping, and customer service activities in support of the Solid Waste Management Bureau’s information management, education, permitting, compliance assurance, and enforcement functions.

YOUR EXPERIENCE COUNTS: Each additional year of approved formal education may be substituted for one year of required work experience and/or each additional year of approved work experience may be substituted for one year of required formal education.

MINIMUM QUALIFICATIONS

• Education/Experience: Equivalent combination of 2 years of education and experience after completion of high school. Education and experience must be in administrative, clerical or office support, business, public administration, data management, information technology, or a related field.
• License/Certification: None
• Other Requirements: None
• Trainee Option: Not applicable

PREFERRED QUALIFICATIONS

• Knowledge of the principles and practices of public administration.
• Ability to gather, assemble, correlate, and analyze facts and identify existing or potential problems.
• Ability to contribute to the development of sound operational procedures.
• Ability to exercise sound judgment in appraising situations and making routine decisions.
• Ability to make decisions based upon fact-finding interviews within the parameters of the rules and policies of the agency.
• Ability to meet with clients and explain programs sponsored by the department or agency in which the position is located.
• Ability to present ideas clearly and effectively.
• Ability to establish and maintain effective working relationships with other employees and the public.
• Knowledge of modern office practices, procedures, and equipment.
• Knowledge of English, spelling and arithmetic.
• Knowledge of office record keeping and reporting.
• Ability to follow specific instructions in gathering facts, data, or resources in organizing required information.

AFTER-HIRE REQUIREMENTS

None

CAREER ADVANCEMENT OPPORTUNITIES

• In-Band Advancement Available: No
• Broad Group Level Advancement Available: No

RESPONSIBILITIES

• Assists with the development and management of e-Library functions of the Solid Waste Management Bureau’s (SWMB), including but not limited to preparing and performing quality assurance/quality control of documents, cataloging, and uploading documents, developing plans for converting paper files to e-files in batches, and assisting in updating standard operating procedures for handling incoming and outgoing documents.
• Processes and maintains reporting data, runs database queries, enters data into the bureau’s database, and prepares related reports using sophisticated report writing software to assess compliance and in support of various SWMB initiatives.
• Performs quality assurance/quality control work to assure proper and accurate data entry, record-keeping and document preservation.
• Acts as back-up for the SWMB’s File Manager, as needed, including but not limited to preparing incoming mail to be scanned, reviewing permit applications and annual reports for administrative completeness, updating database records, conducting file reviews for the Public Information Center, and researching records in support of Bureau functions.
• Responds to telephone, email and in person requests for SWMB program information.
• Researches and compiles SWMB program information to assist technical staff with project and program decisions.
• Provides support for implementing programs, projects, and procedures to accomplish the annual and strategic goals of the SWMB, the Waste Management Division, and the NHDES, including participating in chartered Lean events; serving on special project committees; assisting with data, information and document management activities by other programs when needed; and reviewing draft documents for readability and understanding.
• Continually seeks to improve practices to add quality and value in support of the Department's mission, while identifying and eliminating unnecessary or redundant actions.
• Criminal background and driving record review required.

CONTACT

For further information please contact Laura Filiau, Program Manager, [e-mail] 603-271-0675

TOTAL COMPENSATION INFORMATION

The State of NH total compensation package features an outstanding set of employee benefits, including:

• HMO or POS Medical and Prescription Drug Benefits:
• The actual value of State-paid health benefits and the amount of employee health benefit contributions may vary depending on the type of plan selected and the bargaining unit with which a position is associated.
• See this link for details on State-paid health benefits: https://www.das.nh.gov/hr/benefits.aspx
• Value of State's share of Employee's Retirement: 12.87% of pay
• Other Benefits:
• Dental Plan at minimal cost for employees and their families ($500-$1800 value)
• Flexible Spending healthcare and childcare reimbursement accounts
• State defined benefit retirement plan and Deferred Compensation 457(b) plan
• Work/life balance flexible schedules, paid holidays and generous leave plan
• $50,000 state-paid life insurance plus additional low-cost group life insurance
• Incentive-based Wellness Program (ability to earn up to $500)
• Total Compensation Statement Worksheet: https://www.das.nh.gov/jobsearch/compensation-calculator.aspx

Want the specifics? Explore the Benefits of State Employment on our website: https://www.das.nh.gov/hr/documents/BenefitBrochure.pdf

EOE

TDD Access: Relay NH 1-800-735-2964