SharePoint Platform, Records and Information Management Coordinator - Management Analyst 2

At the State of Minnesota, employees play a critical role in developing policies, providing essential services, and working to improve the well-being and quality of life for all Minnesotans. The State of Minnesota is committed to equity and inclusion, and invests in employees by providing benefits, support resources, and training and development opportunities.

This position is eligible for telework (https://mn.gov/mmb-stat/policies/1422-telework.pdf) for applicants who reside in Minnesota or in a bordering state, with supervisory approval and satisfactory performance. If you live in a state bordering Minnesota, you must live within 50 miles or less from the primary work location to be eligible for telework.

Flexible work hours may be permitted with supervisor approval.

This position serves as the SharePoint Site Collection Administrator (SCA) and Records and Information Management (RIM) Coordinator for the Behavioral Health Administration (BHA). The position provides operational platform administration, user assistance, data collection/auditing, and records governance to support daily operations across BHA divisions.

The incumbent coordinates BHA’s SharePoint environment by maintaining site structures, document libraries, lists, and standard automated forms and workflows; troubleshooting user issues; providing guidance and training to site owners; and auditing permissions to ensure data security. As the administration’s RIM Liaison, the incumbent serves as a member of the DHS Records and Information Management workgroup, acting as the liaison between BHA and the department’s records manager. The incumbent leads RIM efforts across the administration, including collaborating on the development and maintenance of administration and divisional records retention schedules; advising staff on records classification, retention, and disposition; coordinating records inventories and disposal certifications; and ensuring electronic content complies with retention schedules, data practices requirements, and applicable state and federal law. The incumbent integrates records management best practices into the administration’s SharePoint architecture and content management policies, aligning the two functions to strengthen BHA’s overall information governance.

The remaining portion of the position provides administrative support to BHA operations as needed, including coordinating meeting logistics, maintaining distribution lists and contact resources, supporting internal communications, and serving as backup to other administrative staff. The incumbent reports to the Communications and External Relations Team Supervisor and works collaboratively across all BHA teams to support the administration’s mission and ensure efficient, well-organized operations.

Responsibilities include, but are not limited to:

• Serve as the BHA Site Collection Administrator, designing, developing, and administering the administration’s SharePoint environment.
• Serve as the Records and Information Management (RIM) Liaison for the Behavioral Health Administration, leading records management efforts across the administration.
• Provide administrative support services to facilitate smooth daily operations across the Behavioral Health Administration.

To facilitate proper crediting, please ensure that your resume clearly describes your experience in the areas listed and indicates the beginning and ending month and year for each job held.

There are three (3) different ways to qualify for this position, and you must have the required work experience listed below :

One (1) year of working experience providing technical assistance, training, and operational support to SharePoint owners along with the required work experience listed below .

OR

Three (3) years of working experience providing administrative and operational support to SharePoint owners along with the required work experience listed below .

OR

Bachelor’s degree in information technology, information management, library and information science, or another closely related degree.

AND

Two (2) years of working experience providing administrative and operational support to SharePoint owners along with the required work experience listed below .

Required work experience must clearly demonstrate:

• Experience administering SharePoint Online or SharePoint Server, including site creation, permissions management, and configuration.
• Experience designing and maintaining document libraries, lists, workflows and content types to support business needs.
• Practical knowledge of Microsoft 365 applications, including SharePoint Online, Power Automate, Microsoft Forms/Power Apps, Microsoft Teams, and Microsoft Office Suite.
• Experience providing technical support and training to end users., * Variety of experiences working effectively with others from different backgrounds and cultures.
• General knowledge of DHS and/or Behavioral Health Administration programs, division operations, and organizational structure.
• Experience building Power BI dashboards and Power Automate workflows, including integration with SharePoint lists and libraries.
• Practical understanding of managing records and data in the context of legal discovery, legal liability and risk factors associated with records in electronic and paper formats.
• Knowledge of records management, information governance, and data classification practices.
• Experience planning and conducting records inventories and documenting certified disposals in accordance with retention schedules.
• Experience prioritizing multiple demands, managing shifting priorities, and maintaining data confidentiality and security.