Documentation Control Specialist

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Documentation Control Specialist

Salary

$53,484.00 Annually

Location

Lakewood, CO

Job Type

Full Time

Department

Department of Public Safety

Job Number

RAA-DHSEM-00367-03/2023

Closing

3/28/2023 5:00 PM Mountain

• Description

• Benefits

• Questions

Department Information

This position is open only to current Colorado residents.

THIS POSITION IS A GRANT FUNDED POSITION WITH A HIGH PROBABILITY FOR RENEWAL ONCE IT EXPIRES.

An eligible list established with this recruitment may be used to fill other similar positions within the Colorado Department of Public Safety in the next 12 months.

Our Mission - Engaged employees working together to safeguard lives and to provide diverse public safety services to local communities.

Our Vision - Creating safer and more resilient communities across Colorado.

Our Core Values – Unity, Honor, Service

Visit our website to learn more about the work we do to keep Colorado safe

CDPS is an equal opportunity employer. See our EEOD Utilization Report (2020) ([ Link removed ] - Click here to apply to Documentation Control Specialist

ABOUT THE DEPARTMENT

The Colorado Department of Public Safety (CDPS) consists of five Divisions: Colorado Bureau of Investigation (CBI), Colorado State Patrol (CSP), Division of Criminal Justice (DCJ), Division of Fire Prevention and Control (DFPC), and the Division of Homeland Security and Emergency Management (DHSEM). The Executive Director's Office (EDO) provides administrative and management services to the operating divisions of the department.

DIVISION OF HOMELAND SECURITY AND EMERGENCY MANAGEMENT

The Division of Homeland Security and Emergency Management (DHSEM) is a dynamic and diverse team that is committed to developing, administering and coordinating comprehensive and integrated statewide emergency management and homeland security programs. The Division’s work ensures the safety and security of Colorado and its infrastructure through unity of effort with local, tribal, state, federal, private, and nongovernmental partners.

Our Mission: To lead and support Colorado's effort to prevent, protect, mitigate, respond to and recover from all-hazards events.

Our Vision: A prepared, safe and resilient Colorado!

Our Core Values: Service, Teamwork, Respect, Integrity, Vision and Excellence.

Our Guiding Principles: Results-Focused, Innovative, Service-Oriented and Employee-Centric.

Our mission is accomplished through a comprehensive and coordinated program of mitigating hazards, preparing for emergencies, preventing terrorist attacks and other criminal activity, coordinating resources for response to a disaster and supporting subsequent recovery efforts. The division also serves as the conduit for state and federal funding to prepare for and recover from all hazard events. The division accomplishes its mission through the following offices:

• Director's Office

• Office of Emergency Management

• Office of Grants Management (Formerly Office of Preparedness)

• Office of Security and Prevention (CIAC)

WHY JOIN US

• Our employees are proud of their work and believe their work is important and valued by the public.

• Our supervisors do a great job managing employees, providing clear expectations, treating employees with respect and providing timely feedback.

• We value a high work-life balance.

• CDPS is an equal opportunity employer. We welcome diversity of backgrounds and ideas.

In addition to rewarding meaningful work, we offer a competitive benefits package that includes:

• Excellent work-life programs, training, and professional development opportunities;

• Retirement benefits including PERA Defined Benefit Plan or PERA Defined Contribution Plan plus 401K and 457 plans;

• Medical and dental options (for permanent employees and their dependents).

• Short and optional long-term disability coverage

• 11 paid holidays per year plus vacation and sick leave.

• Employee Assistance Program (C-SEAP) available in every region of the state.

• Subsidized RTD FlexPass and free parking at most work locations.

• Reduced college tuition (CSU Global, DeVry University, University of the Rockies)

• Life insurance that includes legal resources and discounts.

For a complete review of the benefits we offer, please click on this link.

Description of Job

WORK ENVIRONMENT

• Office usually operates between the hours of: 8:00 am – 5:00 pm, Monday-Friday

• On call/shift work may be required in emergency situations

• Extended hours of normal schedule may be required

• Hybrid Model with the possibility to change to 100% office

ABOUT THE WORK UNIT

State Emergency Operations Center

The State Emergency Operations Center (SEOC) within the Office of Emergency Management (OEM) includes the Operations Unit, the Logistics Unit, the Personal Protective Equipment Unit and warehouse, the Private Sector Coordinator and Business Emergency Operations Center (BEOC), the Voluntary Agency Liaison, the Public Health Emergency Response Unit and the SEOC Preparedness Coordinator. This SEOC is responsible for maintaining dayto-day situational awareness of the state-wide emergency management environment and activities. It coordinates directly with other sections within OEM as well as with external partners to develop a comprehensive picture of the environment and assess key indicators of stability. The section collects and disseminates information to Division Leadership, Department Leadership, the Governor’s office, state agencies, and local jurisdictions before, during and after an incident or disaster and makes recommendations pertaining to response and recovery decisions and actions. The section develops and promulgates state processes and procedures for requesting and providing incident and disaster response and recovery resources to jurisdictions having authority and other state agencies. It executes these processes and procedures as required. The section maintains 24-hour communications monitoring and availability to jurisdictions having authority. The section develops and maintains current SEOC response plans and standard operating procedures for rapidly elevating the operational level of the center and operating it as required. The section oversees both internal and external SEOC position training, inclusive of Emergency Response Coordinators (ERC) and conducts exercises to test the SEOC. The section is the primary point of coordination with the Federal Emergency Management Agency (FEMA) and other federal agencies for response activities before, during and after an incident or disaster

ABOUT THE POSITION

The purpose of the Documentation Control Specialist is to coordinate the SEOC staff in establishing, organizing and maintaining systems to manage and retain SEOC files and data, and ensure accessibility of information. Assist the SEOC management team with activation and response duties as assigned to ensure effective and timely support to impacted jurisdictions. Maintain SEOC documentation to include, but not limited to, plan production, standard operating procedures, briefing and meeting records and outcomes, final/close-out documents and reimbursement packages. Ensure documents are accessible, completed, submitted, routed and archived. Provide duplication, collation and scanning services to meet the needs of stakeholders sharing documentation.

DUTIES

Document Retention and Management:

Determines documents and supporting materials required for reimbursement, accreditation, and statutory requirements, and for process improvements used for emergency/incident response and daily functions of the State Emergency Operations Center. Oversees the collection, retention, organization, storage, and disbursal of records and documentation,

observing legal guidelines and best practices. Ensures all documents meet required and applicable accessibility standards and requirements. Determine the completeness and adequacy of documents supporting reimbursement and accreditation, and ensure deficiencies are corrected by responsible team members. Administer the data management processes of a centralized resource and reference library. Analyze and respond to requests for information (RFIs), verify document completeness, format requirements, and coordinating with the Strategic Communications Director when RFIs are from external stakeholders. Train employees on documentation requirements, accurate records management procedures and

policies, which include documentation, retention, retrieval, destruction. Assist with file migrations and audit responses. All document destruction activities are in coordination with DHSEM Strategic Communications Director/Division Records Manager following the CDPS and state destruction policies.

State EOC Documentation Process:

Lead the development, maintenance, and updates of SEOC standard operating procedures around document retention ensuring stakeholder input is incorporated, documents meet accessibility requirements, and accreditation standards are met. Develop and implement processes to capture and record and distribute information and outcomes from coordination

briefings and meetings. Coordinate with SEOC leadership with the programmatic work of SEOC Operations in all phases of emergency management. These may include, but are not limited to, supporting the collection and distribution of accessible information, development of guides, training and exercise scheduling, and SOPs. Coordinating and document meetings, and roll-up appropriate reports and document outcomes.

Programmatic Support:

Provide direct support to SEOC Leadership to coordinate stakeholder engagement activities, document and materials preparation, and administrative support. Ensure SEOC leadership has appropriate information and documents to be prepared for briefings, meetings, presentations and other duties. coordinate documenting and retaining notes, minutes, agendas, schedules or other meeting functions as necessary in support of the functions of the SEOC. Identify and deconflict organizational activities to ensure coordinated SEOC actions. Maintain and track SEOC goals and objectives and ensure metrics and standards are current and accurate. Provide performance status to the SEOC Manager/Deputy manager. Create, distribute, follow-up and maintain files for Purchase Authorizations. Make recommendations for resolving activity conflicts, including those with local jurisdictions. Make decisions regarding venues and conduct of academies, training events, conferences and similar events. Manage personnel within the Salamander system.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Please Note:

• Only the application will be reviewed for the initial screening and comparative analysis steps. It is imperative that your application and answers to supplemental questions describe all of your relevant education, knowledge, skills, and experience as it relates to the requirements, duties, and preferred qualifications of this position as described within this announcement.

• Resumes, Cover Letters, or other documents submitted will only be used in later stages of the comparative analysis.

• A transcript as described under "Complete Applications" must be submitted at the time of application to meet this qualification

MINIMUM QUALIFICATIONS (EDUCATION AND EXPERIENCE)

Six (6) years of professional full-time office management, document or records management experience.

OR

Four (4) years of formal training at a vocational or technical school, or college, in business management, plus two (2) years of office management, document or records management experience.

PREFERRED QUALIFICATIONS AND/OR SPECIAL QUALIFICATIONS

• Previous experience in a local, state, and/or military operation center

• Experience or knowledge of Emergency Management

• Excellent and demonstrated organizational, interpersonal, written, and oral communication skills.

• Microsoft Office experience

• General computer and documentation skills

CONDITIONS OF EMPLOYMENT

• Requires successful completion of a background investigation that includes a polygraph exam and a fingerprint based criminal history search.

• Designated Critical. and can be expected to work and/or remain at their worksite in delayed start, early release, or closure situations.)

• During activations of the SEOC, this position may be required to report to the SEOC during nights, weekends, and/or holidays.

APPEAL RIGHTS

If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination. Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging. Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at www.colorado.gov/spb. A standard appeal form is available at: www.colorado.gov/spb. 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 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax:

. Phone: . The ten-day deadline and these appeal procedures also apply to all charges of discrimination.

Supplemental Information

EQUITY, DIVERSITY, AND INCLUSION:

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.

Colorado Department of Public Safety 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 at [ Email address blocked ] - Click here to apply to Documentation Control Specialist

NOTIFICATIONS:

All correspondence regarding your status in the selection/examination process will be via email. Include your current working email address on your application and check your email frequently as you could receive time sensitive correspondence regarding this position. We highly recommend that you set up your email to accept messages from "state.co.us" and "[ Email address blocked ] - Click here to apply to Documentation Control Specialist" addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email.

SELECTION NOTICE

The first stage of the comparative analysis will be an application review. Your application will be reviewed as a part of the selection process to establish a ranked order of all applicants who meet the minimum requirements. It is imperative that your application and answers to supplemental questions provide as much information and detail as possible about your education, knowledge, skills, and experience as it relates to the requirements, duties, and preferred qualifications of this position as described within this announcement.

Complete Applications must include the following documents (in addition to submitting an online application):

If using education for qualification, an unofficial copy of transcript must be attached. Transcripts from colleges or universities outside the United States must be assessed for U.S. equivalency by a NACES educational credential evaluation service. This documentation is the responsibility of the applicant and must be included as part of your application materials. Failure to provide a transcript or credential evaluation report may prevent your application from moving forward in the selection process.

PLEASE READ CAREFULLY - RECRUITMENT TIMELINE INFORMATION

• Applications are considered complete and accurate at the time of submission. Therefore, additional information may not be solicited or accepted after your application has been received.

• 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 may 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.

• It is imperative that your application work history and supplemental question sections provide as much information and detail as possible about your education, knowledge, skills, and experience as it relates to this job.

• Comparative analysis may include a structured application review of application materials by a panel of SMEs.