Records/Forms Management Specialist

The Department of Health Services (DHS) strives to protect and promote the health and safety of all people of Wisconsin through the efforts of a dedicated and diverse workforce. DHS works to ensure access to individuals, families, and communities to achieve positive health outcomes in the areas of abuse prevention, mental health, public health, family care, long-term care, and much more.

The Division of Quality Assurance (DQA) is recruiting for a Records/Forms Management Specialist, to help assure Wisconsin residents receive top quality care. DQA is responsible for protecting and promoting the health, safety, and welfare of residents living in and being taken care of in the health and residential care facilities we regulate.

This position:

• Offers the option to work remotely up to 2 days per week and is headquartered in the 201 E. Washington Ave. office in downtown Madison. This schedule may vary based on training or operational need.
• Will work from 8:00am to 4:30pm, with the ability to flex hours with supervisor approval.
• Offers a team-orientated atmosphere and a focus on work-life balance. Click here to see what working for the State of Wisconsin is all about!

As an employee of the State of Wisconsin, you'll have access to an amazing benefits package, including:

• 3.5 weeks of vacation, 9 paid holidays and ample sick time; limitations may apply for leave time usage in the first six months.
• Top rated health plan options starting at $45/month for single plans and $111/month for family plans, after 2 months of state service.
• Exceptional pension plan with a 7.2% employer match in 2026 with lifetime retirement payment. Plus, a tax advantaged supplemental retirement savings plan which allows you to save money directly from your paycheck for retirement. Use this Total Rewards Calculator to see the total value of our competitive benefits package!
• Several flex spending accounts: medical, dependent care, commuter, parking and High-Deductible Health Savings.
• Well Wisconsin Wellness Program.
• A free and confidential employee assistance program that offers employees and their immediate family dependents a variety of tools, resources, and professional consultation services to support their health, goals, and overall well-being.
• Public Service Loan Forgiveness Program employer.

As a Records/Forms Management Specialist, you will be responsible for the following duties:

• Coordinating the development, analysis, and implementation of paper and automated records and forms programs for DQA.
• Coordinating the processing of open records requests and the development, utilization, and maintenance of forms and publications.
• Applying knowledge of program content areas, division operations, and applicable statutes, regulations, and policies.
• Providing leadership, training, and consultation to DQA staff regarding open records law and the development, utilization, and maintenance of forms and publications.
• Developing and managing a system of reporting and data collection necessary to facilitate the program review and reporting processes.
• Developing plans and providing training and technical assistance to support the records/forms program.

The starting pay is between $27.00 and $28.32 per hour (approximately between $56,100 and $58,900, depending on qualifications, plus excellent benefits. A 12-month probationary period is required.

Pay for current or former state employees will be set based on the rules that apply to compensation for the applicable transaction. This position is in pay schedule and range 07/04.

All applicants who may be appointed to this position will be required to allow DHS to conduct a background check to determine whether the circumstances of any conviction may be related to the job being filled.

For positions that allow remote working flexibility, working outside of Wisconsin or in bordering cities will not be allowed except in extremely limited circumstances due to the need to report to an office location in Wisconsin on short notice.

Employees must have access to both a private workspace and secure high-speed internet for remote work option. Mileage reimbursement to the employee’s headquarter location is not provided. Remote work flexibility will be discussed in more detail during the interview process.

DHS does not sponsor work visas for this position, thus, in compliance with federal law, selected candidates will be required to verify eligibility to work in the United States by completing the required I-9 form upon hire. DHS is not an E-Verify employer nor a STEM-OPT eligible employer.

Minimally qualified applicants will have all of the following:

• Experience interpreting and applying State or Federal regulations governing the creation, management, analysis and disposal of official records.
• Experience interpreting and applying Wisconsin open records law and administrative policies.
• Experience with forms management such as developing policies, creating, updating, auditing forms, etc.
• Experience working with healthcare regulations.

Well-qualified applicants will also have one or more of the following:

• Experience interpreting and applying DQA regulatory activities and the types of records generated.
• Experience interpreting and applying electronic records management standards and practices.
• Experience creating publications, procedure codes or newsletters.

Your letter of qualifications is limited to 1 page. For a guide on developing your resume and letter of qualifications and what should be included in these materials, click here.

Applying is easy! Click “Apply for Job” to start your application process. Sign into your account or create an account before applying for the job. Follow the steps outlined in the application process to submit your application.

Helpful Information:

• Once your application is submitted, no changes are allowed. Click “Save” to allow changes to your application as needed before submitting by the deadline.
• You may want to save a copy of the job posting for referencing after the deadline.
• Submitted materials will be evaluated by a panel of job experts according to the qualifications above.
• Please monitor your email for communications related to this position.
• Current or former permanent, classified, state employees must complete the online application process to be considered. If viewing through an external site, please apply directly at Wisc.Jobs.
• For technical assistance and general information, please see Frequently Asked Questions. For questions about the position, to request a copy of the full position description, or for other employment inquiries, please contact Mike Sansom in Human Resources at MichaelJ.Sansom@dhs.wi.gov.

DHS is an Equal Opportunity and Affirmative Action employer. Veterans are encouraged to apply. For complete information on Veterans’ hiring programs with the WI Department of Veteran’s Affairs, click here.

The deadline to apply is December 17th, by 11:59 pm.

Applicants are strongly encouraged to allow ample time to finalize their applications keeping in mind that technical assistance is only available Monday through Friday 7:45 am – 4:30 pm. Late or incomplete applications will not be accepted.