Department Specialist 13 (Records Management - M365)

State-of-Michigan; Lansing (MI); Hybrid; USD 65,000 - 95,000; Full time

Job summary

State of Michigan’s Records Management Services (RMS) seeks a motivated professional to support agencies in managing records within the M365 environment. You will analyze storage methods and guide disposition strategies while coordinating with state agencies, leading meetings, and delivering training and user support documentation.

Based in Lansing, MI, the role offers a hybrid work arrangement after probation, with on-site and remote work days.

Qualifications

• Bachelor's degree in any major.

Responsibilities

• Assist agencies with managing content within the M365 environment.
• Analyze existing storage methods and recommend disposition strategies.
• Provide guidance on records management in alignment with state policies.
• Interact with state agencies, lead meetings, and deliver trainings and user support materials.

Education

Bachelor's degree

Job description

About Records Management Services (RMS):

RMS is the legal authority concerning records over the executive branch. It may provide services to legislative and judicial branches as well as to local governments in regards to records management issues. RMS provides expertise and assistance to Michigan government agencies by establishing policy, standards, procedures, and guidelines for recordkeeping. It is also responsible for providing education and training to agencies regarding records management issues. Additionally, RMS provides various services designed to allow government agencies to focus on their core mission instead of on records management. Services include physical storage, media storage, confidential document destruction, document scanning, e-signature, and electronic document management.

About this position:

RMS is looking for a self-motivated worker who likes a challenge and a fast-paced environment. This position offers the opportunity to do interesting work that makes a difference for the agencies we serve and through them the citizens of Michigan. The position has exposure to a variety of aspects of information management and governance and exposure to all areas of state government. You would be responsible for assisting agencies with managing their records in a variety of ways. Primarily, the position serves as a specialist assisting agencies with managing content within the M365 environment. In doing so, you will analyze existing storage methods implemented by the agencies and recommend and provide guidance in implementing strategies for managing records to their proper disposition.

Responsibilities include a wide range of duties intended to ensure a positive user experience, such as incorporating usability best practices, project management, file plan design, user interface, and records management awareness, training, and user support documentation. The position also includes duties related to system requirements and documentation, such as planning, design, development, testing, evaluation, operation, enhancement, and maintenance functions. While this is not an IT position, you will work closely with IT support teams, providing subject matter expertise on M365 from a Records Management perspective. You will interact heavily with state agencies, frequently making presentations and leading meetings, both to small groups of a few people and to large audiences of several hundred people.

The position also may be exposed to a variety of information governance topics. RMS is in a constant state of investigating new tools and techniques to keep up with customer needs as well as the ever-changing field of information governance. This could include fields like data analytics, eSignature, FOIA, legal holds, and lifecycle and records management in a variety of software tools.

This position offers continued opportunity for growth and learning in the quickly changing landscape of records and information management. Professional development training is supported to keep you abreast of advancements in practices and technology.

For additional information, pelase see the links below:

• Position Description
• The Department of Technology, Management and Budget supports the business operations of state agencies through a variety of services, including building management and maintenance, information technology, centralized contracting and procurement, budget and financial management, space planning and leasing, construction management, motor vehicle fleet operations, and oversight of the state retirement systems.

Position Location/Remote Office:

The office location is Lansing, MI. The State of Michigan is not able to offer employment to out of state applicants that do not plan to relocate. The Office of Record Services currently offers a hybrid work option which requires three days working on-site at the official work location and two days of remote work per week after the probationary period has been met.

The State of Michigan offers a competitive work experience that includes a tuition reduction program at several key higher education institutes if you would like to advance your education, good benefits, excellent vacation, and sick time policies, and an ability to successfully juggle your work and family life. We would like the opportunity to share with you more about the benefits of working for the state and joining the State of Michigan employee family if you are interested.

Education

Possession of a bachelor's degree in any major.

Experience

Four years of professional experience, including two years equivalent to the experienced (P11) level or one year equivalent to the advanced (12) level.

Special Requirements, Licenses, and Certifications

Equivalent combinations of nonprofessional experience, identified by the appointing authority and approved by Civil Service that are represented by subclass codes, will be accepted for classified, professional experience equivalent to the P11-level and above. The nonprofessional experience must be related to departmental programs and services that provide the required knowledge, skills, and abilities.

Certain positions may be assigned subclass codes and individuals appointed must possess the required specialized experience.

View the entire job specification at: https://www.michigan.gov/mdcs/-/media/Project/Websites/mdcs/JOBSPECS/D/DepartmentalSpecialist.pdf

This position is required to submit fingerprints for multiple state and federal criminal background record checks. The candidate must currently be felony-free and must remain so in the future. Any position offer will be conditional until results of the criminal background record checks indicate eligibility for employment. The candidate selected for this position may be required to submit financial information for a financial background check.

DTMB Human Resources uses E-Verify in conjunction with the federal I-9 form to verify authorization of employment. DTMB does not provide sponsorship for employment visa status. To be appointed by DTMB, an applicant must be currently authorized to work in the United States for any employer.

DTMB does not participate in STEM-OPT.

The department reserves the right to close this posting prior to its original end date once a sufficient number of applications have been received.