Records and Compliance Assistant

Harbor Regional Center•Torrance, CA

36d

About The Position

The Records & Compliance Assistant provides administrative and technical support to the Manager of Records and Compliance in ensuring the Center's compliance with the California Public Records Act (CPRA), complaint tracking requirements, and related statutory obligations. This position is responsible for assisting in the intake, logging, tracking, redaction, and preparation of documents for review and release. The Records & Compliance Assistant also helps maintain accurate and organized records systems and supports the monitoring of complaints, including 4731 complaints, Early Start (ES) complaints, and Whistleblower complaints. The role requires excellent organizational skills, strong attention to detail, and the ability to handle sensitive and confidential information with discretion and professionalism. The Records & Compliance Assistant works under the direction of the Manager of Records and Compliance and contributes to a culture of accuracy, customer service, and confidentiality.

Requirements

High school diploma or equivalent required.
Two (2) years of administrative experience, preferably in a public agency, nonprofit, or legal/compliance setting.
Interest in or working knowledge of the California Public Records Act and compliance standards.
Strong administrative and organizational skills.
Ability to collaborate effectively across departments and with external stakeholders.
Ability to manage multiple priorities, adapt to changing needs, and shift tasks as required.
High level of accuracy, attention to detail, and confidentiality.
Strong attention to detail and accuracy in data entry and document preparation.
Excellent written and verbal communication skills.
Proficiency with Microsoft Office, Google Suite, and databases.
Valid California driver's license and state-required insurance when using personal vehicle for Center business; driving record must be acceptable to the organization and/or its insurance carrier.
Flexibility to work varied hours, including occasional evenings and weekends.

Nice To Haves

Coursework in public administration, legal studies, records management, or a related field preferred.
Records-related training or certification desirable but not required.

Responsibilities

Assists in organizing, assigning, and tracking the department's workflow to ensure work timelines/deadlines are accomplished to meet schedules.
Receive, log, and track all Public Records Act requests in compliance with statutory timelines.
Receive, log, and track 4731 complaints, and Early Start (ES) complaints to ensure accurate documentation and timely follow-up.
Gather responsive documents in collaboration with internal departments and external partner agencies.
Conduct preliminary review and redaction of records under the direction of the Manager of Records and Compliance.
Prepare exemption logs and assist with drafting written responses to requestors.
Ensure responses are consistent with the CPRA and internal policies.
Follow established procedures to ensure compliance with statutory timelines and confidentiality requirements.
Assist with preparing reports, summaries, and data tracking for program monitoring, including complaint trends.
Provide administrative support, including data entry, document scanning, and general clerical duties.
Support the Manager of Records and Compliance in staff training and updates to procedures.
Participates in meetings - Department level and trainings. Schedule conference rooms, prepare materials and arrange for audio/visual equipment, etc.
Maintains absolute confidentiality regarding individuals served and families in compliance with HIPAA regulations and Regional Center policies.
Manages special projects as assigned.
Assist with the use and maintenance of technology systems related to records management and compliance.
Work with IT to access, organize, and store electronic records.
Performs other related duties as assigned/required.