Document Control and Data Specialist

This position is only open to Colorado state residents. NOTE: This posting may fill more than one vacancy. Thank you for your interest in working for the State of Colorado. Join us and find meaningful work in public service to our state and its residents, helping to make Colorado a great place to live and work in. Please watch the short video below for tips on applying. Apply for a job with the State of Colorado To learn more about what happens after you apply for a position with the State of Colorado, please watch the short, informative video. What Happens After You Apply Colorado for All Philosophy: Colorado for All means working toward a Colorado where everyone has the opportunity to succeed. It means we support the basic human rights of our neighbors regardless of gender, race, ethnicity, religion, national origin, age, sexual orientation, gender identity, citizenship status, education level, disability, socio-economic status, or any other visible or invisible identity. The Department of Personnel & Administration (DPA) is the foundation for dependable state government, leading with responsiveness, integrity, and teamwork. We provide services to other government agencies and all Coloradans by taking bold initiative toward a government with engaged employees, innovative solutions, and constructive partnerships. DPA provides a wide range of programs and services, from custodial & maintenance to financial and human resources support, which assist other state agencies in fulfilling their missions. At DPA, there are countless opportunities to contribute to meaningful work that supports and serves the people of Colorado. The wide variety of positions in DPA allow individuals to learn about state operations and provide for long-term career growth. If your goal is to build a career that makes a difference and build greater public confidence in good government, consider joining the dedicated people of the State of Colorado; it's a chance to combine your expertise with public service. Our professionals strive to support state government and the residents of Colorado. Customer service is a key component for every position in state government as is the focus on ideas and ways to redesign the delivery of services in making state government more. Good Government Starts Here! Why We Want You: We want your expertise, positive energy, drive to succeed, and love of this great state as we work to elevate the expectations Coloradans have of their government. What You'll Get From Us: In return for the skilled work you do, DPA provides a competitive compensation and benefits package to accompany employment opportunities. Please see the Benefits Overview video for details on the benefits offered to employees. Integrated Document Solutions (IDS) is a full-service, end-to-end document management operation. IDS advises, assists, and supports each agency’s needs, providing a wide variety of cost-efficient document solutions at a professional level. The Data Specialist performs advanced production support functions across document preparation, data entry, scanning, digitization, warehouse operations, inventory control, fulfillment, and secure records management. This position supports multiple operational units within Integrated Document Solutions (IDS), ensuring customer requirements, production standards, quality expectations, security requirements, and deadlines are consistently achieved. The Data Specialist serves as a technical resource, assists with training, supports workflow coordination, and may serve as a lead during assigned projects or shifts. A summary of the duties and responsibilities will include, but are not limited to, the following: Production Operations Prepare paper and electronic records for imaging and processing. Perform document preparation including sorting, collating, labeling, batching, inserting, and quality review. Operate production equipment including scanners, inserters, X-ray equipment, Agissar systems, and other document processing equipment. Maintain production standards while ensuring confidentiality and chain of custody for customer records. Support document conversion projects involving paper, microfilm, microfiche, CDs, DVDs, VHS, cassettes, and other media. Data Entry & Imaging Perform high-volume data entry, image verification, online services, and electronic document processing. Validate data accuracy using imaging software and customer-specific applications. Test forms and validation rules for DOR Pipeline, Teleform, Fairfax, and other automated systems. Identify errors and provide recommendations for process improvements. Warehouse & Fulfillment Operations Receive, store, retrieve, inventory, package, and distribute customer materials. Complete fulfillment requests including shipping, receiving, order processing, and inventory reconciliation. Operate forklifts and warehouse equipment safely. Transport accountable materials following established chain-of-custody procedures. Process secure document destruction activities and maintain destruction documentation. Quality Assurance & Training Monitor quality standards throughout production. Perform quality control inspections and document corrective actions. Train new employees and temporary staff. Assist supervisors with workflow assignments and production monitoring. Develop and update work instructions and standard operating procedures. Administrative & Operational Support Record labor, production, and billing information using approved tracking systems. Maintain accurate project documentation and inventory records. Recommend workflow improvements. Assist supervisors during peak production periods. Support operations across multiple units as business needs require. *A Human Resources Analyst will only review the work experience/job duties sections of the online job application to determine whether you meet the minimum qualifications for the position for which you are applying. Cover letters and resumes WILL NOT be accepted in lieu of the official State of Colorado online application , but may be attached. Applicants must meet the minimum qualifications to continue in the selection process for this position. Work experience and qualifications must be specifically documented on your online application. Do not use "see resume" or "see attached" statements on your application. Resumes WILL NOT be reviewed for minimum qualification screening. If it is determined that you meet the minimum qualifications, your application will also be used as part of the comparative analysis process to identify a top group for further consideration. This position is advertised in line with the Governor’s executive order (Executive Order 2022 015 ) focused on skills-based hiring practices that focuses on the knowledge, skills, and abilities specific to the job and aligns the hiring process accordingly. Skills-based hiring reduces potential barriers for applicants and allows for reduced bias in the hiring process by providing a direct description of skills that are unique to the duties assigned to the position with a recognition that the applicant may have developed these skills through education, training or past experiences. Residency Requirement: This posting is only open to residents of the State of Colorado at the time of submitting your application. Class Code & Classification Description: G2D4XX Data Specialist Minimum Qualifications: Experience Only: Three (3) years of relevant experience in an occupation related to the work assigned to this position OR Education and Experience: A combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) years The exceptional candidate will possess the proven ability or accomplishment in the following preferred qualifications: Previous State Service related to the work assigned to the position Experience working in a high-volume or deadline-driven production environment. Experience in two or more of the following areas: data entry, document preparation, scanning/imaging, mail processing, warehouse operations, fulfillment, shipping/receiving, inventory control, or records management. Demonstrated ability to learn new processes, software, systems, or equipment quickly. Experience performing quality control or reviewing work for accuracy and completeness. Experience training, mentoring, or providing work guidance to employees or temporary staff. Experience prioritizing workloads or assisting with workflow coordination to meet production deadlines. Experience handling confidential, sensitive, financial, or personally identifiable information. Experience operating production, mail processing, scanning, material-handling, or warehouse equipment. Strong attention to detail with a demonstrated record of accuracy and reliability.