Document Management Analyst jobs in Minnesota

Working Title: FPLS Business and Document Management Unit Supervisor
Job Class: Management Analyst Supervisor 1
Agency: Health Department

• Who May Apply: Open to all qualified job seekers. Open for eligible bidders through 9/21/2023.
• Date Posted: 09/15/2023
• Closing Date: 09/29/2023
• Hiring Agency/Seniority Unit: Health Department / Health-MMA
• Division/Unit: Health Protection / EH FPLS Bus & Fin Ops Supv
• Work Shift/Work Hours: Day Shift
• Days of Work: Monday - Friday
• Travel Required: No
• Salary Range: $24.34 - $35.34 / hourly; $50,821 - $73,789 / annually
• Classified Status: Classified
• Bargaining Unit/Union: 216 - Middle Management Association/MMA
• FLSA Status: Exempt - Executive
• Telework Eligible: Yes
• Designated in Connect 700 Program for Applicants with Disabilities: Yes

Make a difference in the lives of Minnesotans.

The work you’ll do is more than just a job. Join the talented, engaged, and inclusive workforce dedicated to creating a better Minnesota.

The Minnesota Department of Health's (MDH) Environmental Health Division is looking for a Food, Pools, and Lodging Services (FPLS) Business and Document Management Unit Supervisor. In this role, you will supervise staff and manage various business functions for the FPLS Section. Responsibilities include:

• Basic financial management
• Supervising staff
• Records management
• Records systems analysis
• Planning, testing, training, and implementation of IT systems
• Web page content and design oversight
• Policy and procedure evaluation, development, and implementation
• Analyze and evaluate work methods, workflow, and office space coordination.

This position is eligible for partial telework and may be required to come into the St Paul, Freeman Office Building 1-2 times per week, depending on the needs of the section.

Minimum Qualifications

• One year of professional experience or 3 years of technical/administrative experience working with department records systems, filing, and office management
• Experience as a supervisor, team lead, lead worker, OR project lead*

• A project lead provides leadership, guidance, and advanced specialized technical expertise for a team doing evaluation, development, design, testing, and/or implementation in a project environment. Projects are efforts with defined phases where a combination of organizational resources including a pre-determined budget are pulled together toward a specified objective. These efforts are usually discontinued once the project is completed.

Minimum qualifications to be assessed during the interview:

• Working knowledge of state and MDH policies, procedures, and guidelines for accessibility and use related to paper documents and information posted on the web.
• Working knowledge of state and department policies and procedures for MDH Human Resources, Purchasing, and Finance.
• Extensive knowledge of principles and practices of office management, organizational structure, supervisory skills, and labor agreements.
• Broad knowledge of fee processing to direct the management of the fee collection process, an important function related to the revenue side of budget preparation in the section.
• Broad knowledge of licensing/certification programs.
• Broad knowledge of the plan review process.
• Thorough knowledge of departmental operations and inter-relationships among functions and groups served by the department.

Preferred Qualifications

• Extensive knowledge of unit, section, and division policies and procedures
• Considerable knowledge of department policy and regulations; including all FPLS statutes and rules and all rulemaking statutes and rules, and the rulemaking process
• Analytical skills are required to evaluate current procedures and workflow; and to make recommendations for and facilitate change.
• Managerial, leadership, supervisory, and administrative skills
• Skill in the areas of team development and management
• Proficiency in using various software programs (Word, Excel, PowerPoint, Outlook, SharePoint, etc.)
• Financial expertise and experience sufficient to resolve issues for some of the section financial transactions on behalf of management and staff.

Additional Requirements

• This position requires the successful completion of a background check.

How to Apply

Select “Apply for Job” at the top of this page. If you have questions about applying for jobs, contact the job information line at 651-259-3637 or email careers@state.mn.us. For additional information about the application process, go to http://www.mn.gov/careers.

If you have questions about the position, contact Tanya Cimenski at tanya.cimenski@state.mn.us or 651-201-4290.

To receive consideration as a Connect 700 Program applicant, apply online, email the Job ID#, the Working Title and your valid Proof of Eligibility Certificate by the closing date to Tanya Cimenski at tanya.cimenski@state.mn.us.

About Health Department

Our mission is protecting, maintaining and improving the health of all Minnesotans. Our vision is for health equity in Minnesota, where all communities are thriving and all people have what they need to be healthy.

Why Work for Us

Diverse Workforce

We are committed to continually developing a workforce that reflects the diversity of our state and the populations we serve. The varied experiences and perspectives of employees strengthen the work we do together and our ability to best serve the people of Minnesota.

A recent engagement survey of State of Minnesota employees found:

• 95% of employees understand how their work helps achieve their agency’s mission
• 91% of employees feel trusted to do their jobs
• 88% of employees feel equipped to look at situations from other cultural perspectives when doing their job
• 87% of employees report flexibility in their work schedule

Comprehensive Benefits

Our benefits aim to balance four key elements that make life and work meaningful: health and wellness, financial well-being, professional development, and work/life harmony. As an employee, your benefits may include:

• Public pension plan
• Training and professional development
• Paid vacation and sick leave
• 11 paid holidays each year
• Paid parental leave
• Low-cost medical and dental coverage
• Prescription drug coverage
• Vision coverage
• Wellness programs and resources
• Employer paid life insurance
• Short-term and long-term disability
• Health care spending and savings accounts
• Dependent care spending account
• Tax-deferred compensation
• Employee Assistance Program (EAP)
• Tuition reimbursement
• Federal Public Service Student Loan Forgiveness Program

Programs, resources and benefits eligibility varies based on type of employment, agency, funding availability, union/collective bargaining agreement, location, and length of service with the State of Minnesota.

AN EQUAL OPPORTUNITY EMPLOYER

Minnesota state agencies are equal opportunity, affirmative action, and veteran-friendly employers. The State of Minnesota recognizes that a diverse workforce is essential and strongly encourages qualified women, minorities, individuals with disabilities, and veterans to apply.

We will make reasonable accommodations to all qualified applicants with disabilities. If you are an individual with a disability who needs assistance or cannot access the online job application system, please contact the job information line at 651-259-3637 or email careers@state.mn.us and indicate what assistance is needed.