Job Specification Details

This position involves administrative and technical work executing and delivering record-keeping requirements for records, data, and information creation. This position assists in special projects to continually improve management and governance of public records and information for the Natural Resources Board (NRB). Work is performed under the supervision of the Business Director. 

Assists the NRB Information Management Officer (IMO) in ensuring all phases of records and information management are fully executed by NRB staff. Works with the Vermont State Archives and Records Administration to adopt and implement records management solutions and efforts that support NRB needs. Provides administrative and technical support to NRB staff to ensure records retention schedules are properly followed and works with the IMO to identify gaps in retention schedules across all NRB records produced in paper and electronically. Interprets and applies policies and practices to preserve and maintain NRB’s records. This position has multiple roles in the digital preservation of NRB’s paper-based records and may also work with scanning vendors on digitization projects.
Under the direction of the NRB IMO, collaborates with attorneys, district staff, IT specialists, and functions-based personnel to formulate records, data, and information policies and develop and implement systems and services that strategically fulfill mission-critical informational needs. Serves as an NRB records liaison. Makes recommendations for improving records management processes and practices, seeking efficiencies. Researches industry trends and best practices and seeks out records management improvement opportunities.
Under the guidance of the NRB IMO, upon request, edits the Act 250 program’s electronic application in nFORM as hosted by ANROnline. Assists in providing educational opportunities to staff when needed, including collaborating with the NRB IMO and staff to update the district staff user’s manual. Under the guidance of the NRB IMO, the incumbent also assists in maintaining the NRB’s database and file management sites; updates the database and communicates with IT for resolution of system problems; works with NRB IMO to monitor data integrity; and runs reports, issues project briefs, and contributes ideas for technology improvement. This position also assists in updating agency website content.
This position assists on special projects by coordinating activities under the direction of the NRB IMO. Alerts the NRB IMO of inconsistencies in data and records management based on results of data reports. Provides administrative and technical guidance on best practices consistent with NRB goals. Presents information in a variety of formats for topic-specific or diverse audiences. Under the direction of the NRB IMO, updates manuals and other written instruction that translates technical language and/or complex procedures into lay information for end users. Performs related duties as required.

Duties are performed primarily in a standard office setting, with some travel required to field locations. 

Knowledge of Generally Accepted Recordkeeping Principles (the “Principles”) and industry standards and best practices.
Knowledge of records and information creation and use.
Knowledge of records storage, retrieval, conversion, and facilities.
Knowledge of records appraisal, retention, protection, and disposition.
Knowledge of administrative and management practices and procedures.
Knowledge of the principles and practices of project management.
Advanced knowledge of the Microsoft Office suite of programs.
Knowledge of nFORM e-permitting software is desirable.
Competency in strategic thinking supported by problem-solving skills and an analytical approach to work.
Ability to quickly comprehend technical data and distill information into easily understood communications.
Ability to integrate advanced knowledge of information technology software and applications into everyday work, particularly in Microsoft Excel. 
A high degree of innovative capability.
Must be able to communicate in a clear and concise manner and possess superior written and public speaking communication skills.
Critically needed ability to write with little need for external proofreading.
Excellent listening skills.
Ability to establish and maintain effective working relationships at all levels within the NRB.
Ability to stay abreast of emerging trends in social media, website development, and other outreach platforms.
Knowledge of website analytics and ability to develop surveys and use them to identify NRB communication outreach needs.

Bachelor’s degree in areas such as archival or library science, information science, or business administration. 
OR
Associates degree in areas such as business, information, or library sciences AND two (2) years or more of work experience in data analysis, information science, or records management.
OR
High School diploma AND six (6) years or more of work experience in data analysis, information science, or records management.

Experience in Microsoft Excel using data validation, advanced formulas and functions, and Power Query; and creating Pivot Tables, Pivot Charts, and Dashboard Charts.