Records Technician - Records Management Center (Technician II) - HFEMSD

ABOUT CDPHE: 

ABOUT CDPHE:

At the Colorado Department of Public Health and Environment, we are charged with protecting Colorado’s health and environment – a responsibility that affects every person and every community in the state. CDPHE is distinctive because we bring public health and environmental protection together, recognizing that healthy people depend on healthy places. Our teams prevent diseases and injury, respond to emergencies ranging from E.coli outbreaks to global pandemics, reduce air pollution, protect water quality, regulate health facilities, manage environmental hazards, and perform advanced laboratory testing. We turn science and data into action, set statewide standards, and work alongside local public health agencies and community partners to meet Colorado’s most pressing health and environmental challenges. Working at CDPHE means applying your expertise to complex, consequential work that can improve lives across the state. 

Our mission captures this broad portfolio of work: to advance Colorado’s health and protect the places we live, learn, work, and play. Our vision is a healthy and sustainable Colorado where current and future generations can thrive. Achieving the mission and vision takes bold action, talented people, broad partnerships, and a commitment to serving every Coloradan. 

IMPORTANT INFORMATION:

• Hybrid work options may be available at the supervisor’s discretion and based on business needs. The position will be based at 4300 Cherry Creek Drive South Denver, CO 80246.

The Work Unit:
The Health Facilities and Emergency Medical Services Division (HFEMSD) is responsible for the oversight and enforcement of a broad range of federal and state statutes and regulations applicable to a wide variety of healthcare facilities and services in Colorado, including hospitals, clinics, ambulatory surgical facilities, and renal Dialysis centers, emergency medical services providers, designated and non-designated trauma centers, long term Care facilities and many other specific types of healthcare services. The division licenses, certifies, and surveys Healthcare facilities and services; provides patient safety and healthcare quality programs; recognizes emergency Medical service (EMS) education programs; and certifies EMS providers and licenses air ambulance services operating within the state.

The Records Management Center exists within the Office of Policy, Enforcement, and Records in the Health Facilities and Emergency Medical Services Division (HFEMSD) to manage HFEMSD official state records. Records management includes creation, maintenance, use, storage, retrieval, timely destruction, and security of such records, which are accessed by multiple users within the Division, the broader Department of Public Health and Environment, other governmental agencies, and the public.

What You Will Do:
The primary function of this position is to support the day-to-day operations of the Records Unit by assisting with records management, organization, and accessibility. This role supports the efficiency of the Division’s records management processes through activities such as processing, indexing, and maintaining records. This position
supports quality assurance of record submission, digitization of documents, and coordination of records retrieval and disposition. Under the guidance of the Records Manager, this position assists in ensuring that records are accurately maintained, properly stored, and readily available to support internal operations and public records requests.

Key Responsibilities:

• Ensures that records are accessible to staff by digitizing and storing them in the correct location.
• Provides quality control to verify that records are complete and reaches out to program staff or Records Center staff to secure any missing information.
• Assists with disposition of records to support the Records Center’s efforts to maintain records in accordance with the applicable retention requirements.
• Ensures that records are accessible to staff by accurately recording what is held in off-site storage and tracking the location of records that are retrieved for review on-site.
• Provides quality control to verify that records are complete and reaches out to program staff or Records Center staff to secure any missing information.
• With the guidance of the Records Manager and Records Technician III, identify and collect records responsive to public records requests, including CORA requests, FOIA requests, Find and Compare facility inquiries, media requests, investigations and interagency requests.
• Collect records in a central location and share them for review by team members.
• Attends meetings, serves on task forces or teams, completes projects, and performs other duties as assigned by the supervisor.

Residency Requirement:

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

Class Code and Classification Description:

H4M2TX Technician II

Minimum Qualifications:

NOTE: An applicant may meet the minimum qualifications for this job in one of two ways: They may qualify through their work experience alone or through a combination of education and work experience.

Experience Only:

Two (2) years of relevant experience in records, handling personal identifying information, maintaining HIPPA compliance, data entry, or scanning. 

OR

Education and Experience:

A combination of related education in disciplines such as in Health Care Administration, Public Administration, Library Science, and Business Administration and/or relevant experience in records, handling personal identifying information, maintaining HIPPA compliance, data entry, or scanning equal to two (2) years.

**You must substantiate that you meet the minimum qualifications when filling out the Work Experience section of the application. Failure to do so will result in the application not moving forward in the hiring process.  “See resume” will not be accepted. Resumes are considered supplemental information and are not considered in the initial evaluation.  In addition, part-time work will be prorated when determining whether minimum qualifications are met.**

PREFERRED QUALIFICATIONS:

In addition to the minimum requirements, the successful candidate in this position will have the following highly desirable experience and competencies: 

• Prior experience working in a healthcare office. 
• Proficiency in fundamental computer skills such as navigating operating systems, using basic software applications, and communicating through email is required.
• Strong attention to detail. 
• Ability to learn information and apply to a variety of different scenarios. 
• Experience and proficiency in word processing and able to use current communication technology. 
• Thoroughness when performing work and conscientiousness in attention to detail.
• Ability to gather relevant information; identify and analyze problems using sound reasoning to arrive at conclusions. 
• Model high standards of honesty, integrity, trust, openness and respect for individuals.
• Interpersonal and Conflict Management Skills- Displays understanding, courtesy, tact, empathy and concern; develops and maintains effective relationships; deals skillfully with people who are difficult, hostile or distressed; effectively manages and resolves conflicts, confrontations and disagreements in a positive and constructive way; does not avoid conflict when it can produce better solutions.
• Ability to analyze the information and reach logical well supported conclusions.
• Ability to analyze information from a variety of different sources/systems. 

CONDITIONS OF EMPLOYMENT:

• Residency Requirement:
  • This position is only open to residents of the State of Colorado at the time of submitting your application.
    
•  A pre-employment background check will be conducted as part of the selection process.

• Must be available in the event of an emergency, (e.g., bio-terrorist attack, chemical attack, disease outbreak or all hazards) and be required to report to work immediately at the regular or alternate location. During this time, travel restrictions may be in place. Must be available in the event of the activation of the Continuity of Operations Plan (COOP) and be required to report to work immediately at the regular or alternate location. During this time, travel restrictions may be in place.

Appeal Rights:

As an applicant who has been removed from consideration during the selection or comparative analysis process, you may file an appeal with the State Personnel Board and/or request a review by the State Personnel Director. A standard appeal form is available on the State Personnel Board website, https://spb.colorado.gov/forms-and-filing. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within ten (10) days of your receipt of this notice: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. Email address: [email protected]. The ten-day deadline and these appeal procedures also apply to all charges of discrimination. Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at spb.colorado.gov.

A complete application packet must include:

• Completed State of Colorado application.

• If using education to qualify for this position a copy of your transcripts (unofficial acceptable) or diploma must be provided with application. Transcripts must be attached to your colorado.gov/jobs application.

• If you are a veteran, a copy of your DD214 must be attached to your colorado.gov/jobs application.

The Selection Process:

• All applications that are received by the closing of this announcement will be reviewed against the Minimum Qualifications in this announcement. Candidates who meet the minimum qualifications proceed to the next step.

• Colorado Revised Statutes require that state employees are hired and promoted based on merit and fitness through a comparative analysis process.

Part of, or all of, the comparative analysis for this position may be a structured application review, which involves a review of the information you submit in your application materials by Subject Matter Experts (SMEs) against the preferred qualifications.

• A top group, up to six candidates, will be invited to schedule an interview with the hiring manager.

E-Verify: 

CDPHE uses e-Verify, an Internet-based system, to confirm the eligibility of all newly hired employees to work in the United States. Learn more about E-Verify, including your rights and responsibilities.

ADAAA Accommodations:

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 Public Health and Environment 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 Coordinator at [email protected] or call 303-692-2060, option 5.