Public Records Coordinator

Arizona Department of Administration • Phoenix, AZ

9d • $22 - $24 • Onsite

About The Position

Responsible for managing, organizing, redacting, and fulfilling complex public
records requests from internal and external sources for both the Department of
Forestry and Fire Management and Office of the State Fire Marshal. Oversees
documentation and tracking of all relevant dates, correspondence with
requesters, and preparation of records requests cost estimates. Collaborates
with agency personnel to identify and review responsive records, ensuring proper
redaction of confidential, exempt, and sensitive information. Utilizes agency
software to process requests and ensures compliance with public records laws by
reviewing and updating agency policies and maintaining current knowledge of
legal exemptions per Arizona law. As a member of the Public Affairs team, this
position will also provide administrative support to the Public Affairs Officer
(PAO). This position requires strong communication skills, collaboration across
all divisions, along with multi-tasking, and demonstrating efficiency and
attention to detail.

Requirements

• Public Records Laws and Regulations.
• State statutes regarding confidentiality, exemptions, and retention schedules.
• Principles and practices as they pertain to public records, data analysis, record keeping, and redaction parameters.
• Redaction policies in compliance with law ( HIPPA, FERPA, PII, etc.)
• Time management, priority, organization and attention to detail.
• Problem solving skills.
• Effective communication.
• Work within a fast-paced, dynamic environment and ability to manage multiple tasks at a given time.
• Coordinate with various agency divisions to obtain documentation and guidance to ensure accuracy and timeliness of records release.
• Conduct research and compile data as part of the records position.
• Ability to work in a professional manner.
• Gather data and run reports to support the Arizona Management System (AMS) platform.
• Provide monthly records reports.
• Collaborate with the Attorney General's staff to review records requests and policy.
• Ability to research and fulfill requests in a timely manner and in accordance to state guidelines and law, oral and written communications, ability to utilize various software platforms including Google Suite, Microsoft Office, Adobe, and Salesforce.

Responsibilities

• Manages, organizes, redacts, and fulfills public records requests utilizing the agency's records portal system; coordinates with division staff to determine scope of public records requests, existence and location of public records, and delivery time frames; gathers relevant documents to fulfill requests.
• Analyzes, gathers, and records data and other metrics associated with the public records program to ensure relevant updates to the agency's Arizona Metric System (AMS) program.
• Provides regular updates to PAO on records processing, including time frames and delivery dates for records requests and metrics.
• Works with the Attorney General to develop, maintain, and update PRR policy.
• Responds to constituent complaints and feedback through the agency's secondary feedback and complaint portal.
• Provides administrative support to the Public Affairs Division
• Other duties as assigned as related to the position.

Benefits

• Affordable medical, dental, life, and short-term disability insurance plans
• Top-ranked retirement and long-term disability plans
• 10 paid holidays per year
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program, learn more at hr.az.gov/family-leave-expansion).
• Vacation time accrued at 4.00 hours bi-weekly for the first 3 years.
• Sick time accrued at 3.70 hours bi-weekly
• Deferred compensation plan
• Wellness plans
• Tuition reimbursement eligible after one year of employment

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 501-1,000 employees