Business Resource Specialist - LTE

POSITION – LTE

IS Business Automation – Senior

Business Resource Specialist - LTE

14.POSITION SUMMARY

Under the general direction of a Division of Management Services manager, and oversight of the Knowledge Management Coordinator (team lead), this position will be responsible for working with various business areas within ETF to identify and obtain information resources needed for staff to perform their jobs. This position is also responsible for managing the physical collection of ETF historic archives, book collection, periodicals, journals, Wisconsin State Statutes, etc. In addition, this position will assist the ETF Office of Legal Services with obtaining resources and performing research pertaining to legal matters.

This position requires knowledge of and experiencewithinformation managementtechniques, practices, and tools. This position will provide expertise for the enhancementand upkeep of ETF’s knowledgebase.

This position is also responsible for the support and improvement of the ETFtaxonomy, its integration to enterprise search tools, and the training and support of staff in the use of the taxonomy.

15.GOALS AND WORKERS ACTIVITIES

60%GOAL A:Identify and obtain information resources, and maintain, promote,and train others on the use of the ETF’s digital information repositories.

Worker Activity

A.1Identify external information resources useful to ETF staff and make this material available through ETFs knowledge base.

A.2Automate the distribution of time sensitive or new materials to staff as requested.

A.3Manage the external information content from collection, to cataloguing or tagging, to archiving, and disposal.

A.4Create, automate and enforce document retention and disposal rules.

A.5Provide formal training, individual mentoring, and consulting to other agency staff on information usage, research techniques, tools, and practices.

A.6Provide information research services to ETF staff to aid them in their legal reviews, policy research, and management needs.

A.7Participate in development of new and on-going employee orientation and training programs, staff mentoring, and staff knowledge transfer efforts.

A.8Assist to develop, continuously improve, socialize, and monitor compliance with policies and procedures covering the department’s information management practices and information repositories.

A.9Monitor the behaviors and culture within the organization that impact information management,reward and encourage those that positively further ETF’s goals, and seek positive adjustments when these goals are inhibited.

A.10Assist to develop measurements of success, collect the necessary data, analyze, and report findings to leadership, with recommendations on what adjustments are needed to correct issues or ensure ongoing success.

A.11Participate in the design, implementation, and socialization of collaborative, information, and knowledgebase software tools for use across the department.

A.12Assist in knowledge and information management system design by eliciting requirements, ensuring user-centered design, and functionality testing.

A.13Develop and maintain system documentation, how-to documentation, self-learning guides, and other tools as appropriate to aid others in the use of knowledge and information-related tools.

A.14Understand and comply with all ETF and enterprise security standards, policies, processes, and procedures.

A.15Coordinate projects to scan and scan paper documents.

A.16Procure new digital information sources as requested.

30%GOAL B:Manage the physical collection of ETF historic archives, book collection, periodicals, journals, Wisconsin State Statutes, etc.

Worker Activity

B.1Procure new materials for the collection.

B.2Weed the Library of outdated and/or rarely used materials based on retention rules.

B.3Review and streamline the current use of cataloging of materials and the use of LC, National Library of Medicine (NLM) or other number systems.

B.4Inventory the physical collection and analyze the content types.

B.5Assist in creating an information web page to facilitate ETF staff’s use of materials in the physical collection.

B.6Update library catalogue for new and discarded collections.

B.7Assess circulation functions and maintain circulation processes in library.

10%GOAL :Provide expertise and leadership in support of ETF’s business taxonomy in support of search functions used to located information and knowledge within the department

Worker Activity

C.1Participate in the development, implementation, and ongoing support of an ETF taxonomy and meta-tagging and the integration of these into enterprise search tools.

C.2Provide usage support for ETF’s knowledgebase system, including end-user training, mentoring, and consulting.

C.3Provide formal training, individual mentoring, and consulting to other agency staff on the use of the taxonomy, the tagging of documents, and use the search functionwith ETF’s knowledgebase.

C.4Disseminate information about ETF’s taxonomy and search tools initiative to internal staff.

C.5Participate in the development, continuous improvement, socialization, and monitoring for compliance with policies and procedures covering the department’s taxonomy and search tools.

Specific Duties for the Office of Legal Services

• Distribute variety of relevant electronic notices/newsletters from IRS, Bloomberg news, WI health news, etc. to attorneys for review
• Keep attorneys up to date on changes to employee benefit programs throughout the nation and on the federal level
• Keep attorneys up to date on changes to statutes and administrative rules that might impact ETF or be of interest
• Maintain records of Attorney General’s opinions, notify attorneys if relevant to ETF
• Manage Legislative History files and collection, keep files up to date
• Maintain and keep ETF board minutes up to date
• Keep up to date on the Employee Retirement Income Security Act (ERISA) changes and notify attorneys of changes that may be of interest
• Procure new materials by staying alert to new documents that may become available related to ETF benefit programs (Retirement/Pension and other benefit or insurance documents)
• Provide updates to attorneys regarding potential Westlaw training sessions that become available

KNOWLEDGE, SKILLS and ABILITIES

1)Good communication skills with all forums and media.

2)Excellent active listening skills.

3)Knowledge of information and knowledge management practices, techniques, and concepts.

4)Knowledge of legal research, Wisconsin statutes, and legal information search services.

5)Familiarity with newsletters/documents pertaining to legal matters.

6)Knowledge of the processes/methods for subscribing to newsletters.

7)Familiarity with Wisconsin statutes and administrative rules.

8)Familiarity with the Employee Retirement Income Security Act (ERISA).

9)Knowledge of and ability to manage a business taxonomy and meta tagging for improving search results for ETF’s systems.

10)Knowledge of the latest, most effective collaboration and document management methodologies, processes, procedures, and tools, such as MicroSoft SharePoint.

11)Clear and up-to-date understanding of business situation and processes and good working knowledge of organizational strategy.

12)Knowledge of the department's mission, strategic, and goals.

13)Knowledge of project management methodologies and techniques.

14)Ability to set and resolve conflicting priorities.

15)Ability to establish productive and efficient working relationships with others internal and external to the organization.

16)Ability to work as a member of a team.

17)Knowledge of change management techniques.

18)Ability to provide classroom and one-on-one training of technical information and systems use.