STATE OF MINNESOTA



STATE OF MINNESOTA

P O S I T I O N D E S C R I P T I O N A

EMPLOYEE'S NAME:

AGENCY/DIVISION: Administration / Information Policy Analysis Division

CLASSIFICATION TITLE: State Program Administrator Intermediate-data practices

WORKING TITLE (if different): Information Policy Analyst

POSITION CONTROL NUMBER:

PREPARED BY:

APPRAISAL PERIOD: to

EMPLOYEE'S SIGNATURE:

(this position description accurately reflects my current job)

DATE:

SUPERVISOR'S SIGNATURE:

(this position description reflects the employee's current job)

DATE:

POSITION PURPOSE:

This position assists in providing technical expertise on information policies and laws to the Division’s customers, including state and local government, the legislature, the media, and the public.

REPORTABILITY

Reports to: Administrator, Information Policy Analysis Division

Supervises: None

DIMENSIONS

Budget: None

Advice provided may enable government clients to avoid potentially extensive financial costs of litigation, penalties and damages for failure to comply with state and federal information policy laws.

Clientele: Commissioner of Administration, the Governor’s Office, the Legislature and lobbyists, information technology community, local government officials, state and local government executives and staff, public and private attorneys, the media, private industry and the public.

P O S I T I O N D E S C R I P T I O N B

EMPLOYEE'S NAME:

POSITION CONTROL NUMBER:

Resp. No: 1

Priority: A

% of Time: 50

Discretion: A/B

Principal Responsibilities, Tasks:

Assist in providing technical consultation on state and federal information policies and laws to assist government entities in complying fully with the requirements of those laws and assist the public in understanding and effectively exercising the rights provided to them.

1. Assist in analyzing factual situations presented, identify policy and procedural issues, research and interpret requirements of the law, and advise customers of options and/or recommend action in response to written, phone, and face-to-face inquiries.

2. Assist in reviewing and providing timely feedback on draft policies and procedures, notices, and forms submitted by government entities to ensure the government entity’s compliance with legal requirements.

3. Assist in analyzing and assessing policies, procedures, and documents required pursuant to law submitted by information management systems; identify and recommend actions necessary for compliance while information management systems are in development.

4. Obtain and maintain knowledge of the policies and interpretations established by advisory opinions and temporary classifications.

5. Obtain and maintain knowledge of state and federal case law impacting information policy.

Resp. No: 2

Priority: B

% of Time: 30

Discretion: B

Principal Responsibilities, Tasks:

As a team member of the Information Policy Analysis Division, ensure that official documents, resource materials, and publications produced or reviewed by the division reflect sound policy and are accurate, complete, and professional.

1. Assist in preparing technical and policy-oriented educational materials, manuals and guidelines, as requested by the Administrator;

2. Compile and prepare resource materials for monthly distribution to listserv members, inclusion in quarterly FYi electronic newsletter and publication on the division’s website, as requested by the Administrator.

3. Assist in preparing and delivering educational programs and services in coordination with the Administrator.

4. Assist in preparing model or standard policies, procedures and documents that are required by law, for use by government entities, as requested by the Administrator.

5. Research the history of and the policies and interpretations established by advisory opinions and temporary classifications for team members.

6. Research legislative history of data practices and open meeting law provisions for team members.

7. Participate in division-wide discussion of proposed legislation for conformance with and effects on existing law, as requested by the Administrator.

Resp. No: 3

Priority: A

% of Time: 10

Discretion: B

Principal Responsibilities, Tasks:

Assist with the process and perform specific duties associated with IPAD’s administration of the duties in accepting and acting on appeals of challenges to the accuracy and completeness of data.

1. Assist in determining whether attempted appeals meet legal requirements and that all appeal documents are received, monitored, responded to and processed in a timely fashion.

2. Assist in coordinating with persons bringing appeals and government entities to attempt to resolve data challenge appeals without resorting to a formal contested case proceeding. To the extent that informal dispute resolution is successful, prepare necessary paperwork to create a record of the final informal disposition of appeals.

3. Schedule hearings and assist with preparing the notices of and orders for hearing before an Administrative Law Judge (ALJ) at the Office of Administrative Hearings.

4. Assist in reviewing, analyzing and evaluation ALJ reports and assist in preparing final orders, including findings of fact and conclusions.

5. Maintain policies and procedures to administer appeals of data accuracy and completeness.

Access to Not Public Data

The incumbent may encounter not public data in the course of these duties. Any access to not public data should be strictly limited to accessing the data that are necessary to fulfill the employment responsibility. While data are being accessed, incumbent should take reasonable measures to ensure the not public data are not accessed by individuals without a work reason. Once the work reason to access the data is reasonably finished, incumbent must properly store the not public data according to the provisions Ch. 13.

Resp. No: 4

Priority: A/B

% of Time: 10

Discretion: B

Principal Responsibilities, Tasks:

Other projects as assigned by the Administrator that are appropriate to the position. If a new work assignment requires access to not public data, the incumbent is permitted to access not public data for the work assignment purposes only. Any access to not public data must be strictly limited to the data necessary to complete the work assignment and after the assignment is completed, the employee’s work assignment no longer requires access.

P O S I T I O N D E S C R I P T I O N C

EMPLOYEE'S NAME:

POSITION CONTROL NUMBER:

NATURE AND SCOPE (relationships; knowledge, skills and abilities; problem solving and creativity; and freedom to act)

RELATIONSHIPS:

Maintain a positive and productive working relationship with a large and diverse customer base including groups and individuals in state and local government; a variety of associations such as the League of Minnesota Cities, Association of Minnesota Counties, Minnesota School Board Association; public and private attorneys, legislators and staff, the public, members of the media, manager, supervisor, and co-workers of the division.

KNOWLEDGE, SKILLS AND ABILITIES:

The individual in this position must have technical knowledge and experience in:

( Analytical skills and research capabilities needed to provide outstanding customer service

( Interpersonal skills to effectively communicate complex legal issues to diverse client base with various knowledge levels

( Ability to be self-directed

( Ability to function in a team environment to serve the office team and its customers

( Ability to write clear concise informative materials for division customers as well as formal and legal documents

( Ability to establish and maintain effective working relationships with stakeholders, customers and co-workers of the Division

( Critical and comprehensive listening skills needed to comprehend and evaluate customer factual situations

( Time management and organizational skills in order to enable the incumbent to set, monitor and adjust priorities as needed to accomplish position responsibilities on time

( Ability to learn any of the following laws: the Minnesota Government Data Practices Act, child and vulnerable adult maltreatment reporting acts, the Open Meeting Law, the federal Family Education Rights and Privacy Act, the federal Privacy Act of 1974, the federal Freedom of Information Act, state medical records laws, the federal Health Insurance Portability and Accountability Act of 1996, the federal rules relating to confidentiality of alcohol and drug abuse patients and a variety of specific statutes and rules (federal and state) that form the basis of public information policy requirements

PROBLEM SOLVING:

Problem solving requires the application of technical, legal and administrative knowledge to extremely difficult and complex questions and problems raised in a rapidly evolving realm of information technology, information policy and management and risk assessment. The incumbent must have the ability to identify problems presented by clients. Problem solving demands tact, diplomacy and experience in negotiating and resolving conflict.

FREEDOM TO ACT:

The incumbent must perform all duties within state and department policies and procedures, rules and laws. The incumbent is expected to accomplish the majority of assignments with guidance from the IPAD Administrator. The incumbent is expected to apply personal knowledge, expertise, and sound judgment in resolving all problems and completing work and seek guidance from the Administrator and other staff members as needed.

July 2014

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