Records & Data Management Specialist II-Cheyenne

The Records and Data Management Specialist II for the Wyoming State Forestry Division of the Office of State Lands and Investments is also known as the Incident Qualification System Manager (IQS Program Mgr.). The Incident Qualification System Manager position oversees the management, development and use of the statewide Incident Qualification System (IQS) database in accordance to NWCG (National) and State of Wyoming Standards for personnel protecting State Trust Lands and local firefighters Statewide. This includes administering IQS records for all 23 counties in the state by receiving, validating, and enter data into IQS in accordance to PMS 310-1 and State record retention guidelines and providing technical assistance by supporting others in the daily use of IQS and ensuring adherence to legal and agency standards. This position is also responsible for issuing Incident Qualification Cards for County Cooperators, Fire Departments and State Employees. This position plays an important role in filling county and volunteer requests and interagency dispatch centers for service. The Incident Qualification System Manager allows the WSFD to be successful in the implementation of the Wyoming Forest Action Plan and is essential in supporting Wyoming State Forestry Division’s mission. It allows the Wyoming State Forestry Division to provide high-quality service to Wyoming’s County and Volunteer Fire Departments, State and Federal partners and Interagency Dispatch Centers.

ESSENTIAL FUNCTIONS: The listed functions are illustrative only and are not intended to describe every function which may be performed in the job level.

Oversees and directs all data entry in Incident Qualification System.

Explains policies, procedures and practices to other agencies, county cooperators, and outside individuals or groups in acquiring an Interagency Incident Qualification Card or ‘Redcard’ through the State of Wyoming.

Drafts MOUs, create annual fire report.

Recommends and makes program enhancements and devises new methods of completing workload of associates.

Performs system update or troubleshoot IQS database.

Assists National Interagency Resource Ordering and Status System (ROSS) with testing, verifying and correcting data within the Incident Qualification System and makes recommendations for changes and corrections to system.

Provides technical assistance and guidance to staff, system users and county cooperators in using IQS.

Maintains, stores and archives personal master records and documents.

Monitors and audit records on a regular basis and ensure data integrity

Support development, enhancement and maintenance of IQS database.

Supervise a staff and direct PMI evaluation.

Fulfills data requests and interprets data for various State & Federal agencies, county cooperators and fire departments.

Develops specialized record storage system(s) user manual updates.

Trains others on use of (IQS) Incident Qualification system and Resource Ordering and Status System (ROSS) data inquiry and querying.

Coordinates exchange of data from specialized Resource Ordering and Status System (ROSS) other internal and external systems.

Agency liaison for wildland training records and associated exchange of services between State and Federal agencies, county cooperators and fire departments.

Serves as the primary contact for acquiring a Red card or Interagency Incident Qualification Card through the State of Wyoming.

Compiles training data and performs statistical analysis duties.

Manages the maintenance, completion and retention of a large and complex records in (IQS) Incident Qualification System and Resource Ordering and Status System (ROSS).

Prepare Incident Qualification Cards for Certifying Official signature.

Develop process improvements for data management activities.

Interact with county operators, fire departments and other agencies to obtain data requirements for new and existing IQS applications.

Qualifications

PREFERENCES:
Preference may be given to candidates with experience working with the Incident Qualification System (IQS).

Preference may be given to candidates with knowledge of the National Wildfire Coordinating Group (NWCG) regulations pertaining to wildland firefighter qualifications and approved courses.

Preference may be given to candidates with knowledge of Wyoming State regulations pertaining to wildland firefighter qualifications and approved courses.

Preference may be given to those with strong understanding of databases and data analysis procedures.

Preference may be given to those with good organizational skills, managing multiple projects and meeting deadlines.

Preference may be given to those with an analytical mindset with problem solving skills, excellent communication skills and collaboration skills.

KNOWLEDGE:
Knowledge of concepts and current practices of government management including budgets, personnel, purchasing and legislative and administrative processes.

Knowledge of data administration and management functions (collection, analysis, distribution, etc.).

Skill in the use of software such as Microsoft Office and Google Apps for Business.

Knowledge of modern database and information system technologies.

MINIMUM QUALIFICATIONS:
Education: Bachelor’s Degree (typically in Records or Data Management) PLUS Experience: 0-2 years of progressive work experience in (typically in Records and Data Management) with acquired knowledge at the level of a Records & Data Management Specialist I OR Education & Experience Substitution: 3-5 years of progressive work experience in (typically in Records and Data Management) with acquired knowledge at the level of a Records & Data Management Specialist I Certificates, Licenses, Registrations: None

Necessary Special Requirements

PHYSICAL WORKING CONDITIONS:
Some travel may be required.

NOTES:
FLSA: Non-exempt

Must have and maintain a valid driver’s license

Supplemental Information

060-Office of State Lands and Investments – Wyoming State Forestry Division