Records & Information Management Administrator (Remote)

Full Job Description

The mission of the Colorado Department of Revenue (CDOR) is to become a trusted partner to every Coloradan to help them navigate the complexities of government so they can thrive. We are driven by our values of service, teamwork, accountability, integrity, and respect.

The vision of the department is to empower businesses and individuals through quality customer service, innovation, and collaboration.

We celebrate diversity and support an equitable and inclusive culture. We embrace our differences because we believe this brings innovation to our work.

For more exciting information about the Department of Revenue, please enjoy this brief video!

Requirements

The Colorado Department of Revenue (CDOR) is seeking a detail-oriented and collaborative professional for the role of OLCM Records & Information Management (RIM) Administrator.

This is a limited-term, remote position dedicated to supporting the Department’s transition to the new Occupational Licensing and Case Management (OLCM) system.

As the OLCM RIM Administrator, you will serve as a vital consultant and technical resource during this major system transition.

Your role balances high-level program development with hands-on technical support for electronic content management within the regulatory framework of records management requirements.

You will be instrumental in ensuring the new OLCM system is established with a firm foundation and a clear understanding of the Department's requirements for managing its critical records and information.

This is a hands-on advisory role where you will work closely with division staff, vendors, and the Office of Information Technology (OIT) to build a shared understanding and ensure that RIM principles are embedded in every aspect of system design and implementation.

A significant portion of your work will involve consulting and working alongside divisions to establish and apply robust retention schedules and identify related detailed system requirements.

What You'll Do:

• Support OLCM Implementation: Provide hands-on consultation and training in records and information management requirements to various divisions as they transition to the new Occupational Licensing and Case Management (OLCM) system.

• Develop Resources: Create specific task instructions to help end-users follow established RIM procedures.

• Audit & Inventory Assets: Capture ongoing inventories of records and information, including requirements for retention, security, and storage location.

• Analyze Business Processes: Conduct analyses to develop conceptual models of how records relate to business processes and suggest improvements to support division operations.

• Appraise & Accession Records: Identify records with potential archival value and collaborate with State Archives to handle the accessioning process.

• Manage Risk & Security: Identify records containing sensitive data, help implement security classification policies, and assist legal counsel and record custodians with the legal hold process.

• Collaborate on Policy: Draft recommendations for RIM policies, including version control and file plans, based on industry best practices.

• Evaluate Electronic Content Management Systems: Support divisions in evaluating electronic content management systems such as Hyland OnBase and other data stores to ensure consistent practices across the department.

• Design Technical Specifications: Translate complex records processes into functional requirements and help design system specifications for new data stores.

• Coordinate with IT: Partner with OIT (Office of Information Technology) and ISD (Innovation, Strategy, & Delivery) to incorporate lifecycle management requirements into system designs or upgrades.

• Support Data Migration: Provide direct support to units during the processes of transferring or migrating records and information.

• Control System Access: Help establish and manage access control protocols for RIM systems, ensuring only authorized individuals can access specific repositories.

• Monitor Metadata: Oversee the metadata within content management systems to accurately describe records and document the preservation process.

Qualifications

Residency Requirement:

This posting is only open to residents of the State of Colorado at the time of submitting your application.

Class Code & Classification Description:

H1B3XX ADMINISTRATOR III

Minimum Qualifications:

Experience Only:

Six (6) years of relevant experience in records management or as part of a project team.

OR

Education and Experience:

A combination of related education and/or relevant experience in an occupation related to the work assigned equal to six (6) years

Transferable Experience & Skills

We encourage applications from individuals with backgrounds in Library Science, Legal/Compliance, or Project Coordination. Your experience is a direct match if you have performed the following:

• Digital Organization: Managed expansive filing systems, SharePoint environments, or shared drives by establishing naming conventions and version control to ensure team accessibility.

• Data Privacy & Compliance: Handled sensitive information (such as PII/PHI) in healthcare, legal, or financial sectors, with a focus on managing user access and data integrity.

• Technical Translation: Acted as a liaison between IT and end-users by simplifying complex policies or software updates into clear, step-by-step "task instructions" and training materials.

Preferred Qualifications:

The ideal candidate will possess the following skills:

• Records Management Expertise: Knowledge of Records and Information Management (RIM) principles, including the development of retention schedules and file plans.

• System Implementation Experience: Experience providing consultation and support during large-scale system implementations, specifically involving Occupational Licensing or Case Management systems.

• Technical Proficiency in ECM: Experience working with Electronic Content Management (ECM) systems, with a strong preference for Hyland OnBase.

• Business Process Analysis: Demonstrated ability to conduct business process analyses and translate complex recordkeeping requirements into functional system specifications.

• Data Migration & Lifecycle Management: Experience facilitating the migration of records and information across different media and ensuring lifecycle requirements are integrated into system designs.

• Risk & Security Compliance: Knowledge of security classification policies, sensitive data handling (PII/PHI), and the legal hold process.

• Collaborative Partnership: Experience working as a liaison between business units, vendors, and Information Technology (OIT) departments.

• Training & Instruction: Skill in developing end-user documentation and delivering RIM policy training to diverse groups of stakeholders.

• Data Governance: Familiarity with monitoring and managing metadata to ensure the long-term preservation and accessibility of digital records

Conditions of Employment with the CDOR:

Employees are in a position of public trust in the performance of their job duties and must operate in a manner that maintains the highest standards of honesty, integrity, and public confidence.

As a condition of employment with the CDOR, all personnel must file all necessary Colorado Individual Income Tax (CIIT) returns and pay tax obligations, therefore all employees must undergo a pre-employment evaluation of their tax records/accounts to ensure compliance with this policy.

Final candidates must also complete a successful background investigation and reference check prior to appointment. Certain positions based on duties may require scheduled background investigations.

Pursuant to the Universal Driving Standards Policy, any worker who will be expected to drive a State-owned vehicle is responsible for maintaining a safe driving record and a valid driver license prior to driving any State-owned vehicle.

To be compliant with the new fleet vehicle policy, Motor Vehicle Records (MVRs) will be pulled for review for workers who:

• Have an assigned State fleet vehicle

• Are required to operate a vehicle as part of the position

• Utilize a State fleet vehicle as a pool vehicle

Minimum Qualification Screening

A Human Resources Analyst will only review the work experience/job duties sections of the online job application, to determine whether you meet the minimum qualifications for the position for which you are applying.

Only complete applications submitted before the closing date of this announcement will be reviewed.

• Applicants must meet the minimum qualifications to continue in the selection process for this position. Do not use "see resume" or "see attached" statements on your application.

• Cover letters and resumes will not be accepted in lieu of the official State of Colorado online application. Part-time work experience will be prorated.

• Recommended attachments: Resume, Cover letter

• List your employment history starting with the most recent job, including part-time, temporary, and volunteer jobs. If more than one job was held with a given organization, list each job held as a separate period of employment.

• Information must be accurate, including dates of employment. If it is found that information provided is falsified, you will not be considered for a job with the State of Colorado and/or may be removed from a job after hire.

• The eligible list established from this posting may be used to fill additional vacancies.

Email Address:

All correspondence regarding your status in the selection/examination process will be conducted via email.

Please set up your e-mail to accept messages from "state.co.us" and "info@governmentjobs.com" addresses.

It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email.

If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director.

Appeal Rights:

An applicant who has been removed from an employment list or removed from consideration during the selection process may request a review by the State Personnel Director.

As an applicant directly affected by the results of the selection or comparative analysis process, you may file a written appeal with the State Personnel Director.

Review of the completed, signed and submitted appeal will be timely on the basis of written material submitted by you, using the official appeal form signed by you or your representative. This form must be completed and delivered to the State Personnel Board by email at dpa_state.personnelboard@state.co.us within ten (10) calendar days from your receipt of notice or acknowledgement of the Department’s action.
For further information on the Board Rules, you can refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov/board-rules.

Additional Information

Equity, Diversity, and Inclusion Compliance

The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply.

The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them.

Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.

The Colorado Department of Revenue is committed to the full inclusion of all qualified individuals.

As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship.

If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our ADAAA inbox, dor_ohr@state.co.us.

We are committed to building work environments that are inclusive and reflect our communities and the diverse talents of all people. We strongly encourage candidates from all backgrounds and abilities to apply.

If not applying online, submit application to:

If you are not able to submit an online application, a paper application is available at this link: PDF State Paper Application (Download PDF reader).

Paper applications must be received via email to dor_ohr@state.co.us by the closing date and time of the application period listed on this announcement.

Methods of Appointment:

Appointment to the vacancy or vacancies represented by this announcement is expected to be from the eligible list created. However, at the discretion of the appointing authority, the position(s) may be filled by another method of appointment for a valid articulated business reason.

Step Pay Program:

Per the requirements of the Step Pay Program, any former or current State employee must be paid a rate that is equal to or greater than the appropriate step pay rate within their classification's pay range based on completed years in their current class series.