Information & Business Systems Specialist

Position Hours

8:00 am to 5:30 pm, Monday through Thursday and 8:00 am to 12:00 pm on Friday

The Information & Business Systems Specialist helps monitor, maintain, and optimizes the organization’s document management platforms and core business systems. Working under the supervision of the Business Process Manager and in tandem with our 3rd-party IT provider and external vendors, this role ensures data integrity, system security, and daily backup compliance while assisting departments with information/data workflows, documenting operational procedures, and helping to integrate AI and data-driven tools to enhance organizational efficiency.

• Assist the Business Process Manager in utilizing technology to manage and analyze data, maintaining current applications, implementing systems that optimize data flow within the organization, and providing valuable insights into developing/modifying workflow processes
• Assist the Business Process Manager with various technological initiatives to include data migration/conversions to more secure and accessible files, restructuring files, enhancing/updating data management, and its processes, creating/managing reports, website updates, developing an intranet for SOPs/virtual training on processes and incorporating AI in a more meaningful way for the Commission
• Monitor and maintain business applications, document platforms, website, and data backup workflows
• Monitor and maintain assigned applications through continuous software maintenance, testing, and lifecycle support
• Assist in data migrations, system conversions, and file restructuring into secure, accessible digital environments
• Maintain business intelligence tools, including active databases, executive dashboards, and system reporting methods
• Provide back-up IT helpdesk support to end-users in the absence of the IT Support Specialist
• Organize electronic documents within assigned applications, enforcing standard naming conventions, version control, metadata, and retention schedules
• Audit operational files for completeness, accuracy, and strict compliance with internal quality standards
• Support information compliance initiatives by assisting with formal records requests, regulatory audits, and reporting
• Assist in the mapping and documentation of detailed operational procedures, standard operating procedures (SOPs), and cross-departmental workflows
• Assist departments with centralized SOPs, virtual training modules, and process documentation
• Maintain and track efficiency metrics to analyze the impact and success of newly implemented workflow changes
• Train and support end-users on document management systems, hardware deployment, and software-related tasks
• Collaborate with stakeholders including management, external vendors, and IT consultants—to align risk management frameworks
• Participate in the evaluation, development, and integration of new technology-driven projects
• Perform related operational, technical, and administrative tasks, as assigned

• Bachelor’s degree in information sciences, library sciences, informatics or a related field
• Knowledge of information security practices and document retention standards
• Proven ability to transcribe, categorize, calculate, tabulate, and audit complex digital information
• High proficiency with Microsoft 365 Office, especially SharePoint, Visio, Word, Excel, and Outlook
• Demonstrated ability to quickly master, test, and implement emerging software systems and technical methodologies
• Exceptional verbal and written skills, with the ability to communicate tactfully and persuasively across teams, vendors, and management.
• Collaborative mindset capable of building constructive, professional, and long-term working relationships requiring strong…