Records Management Specialist

Arizona Department of Administration • Phoenix, AZ

3d • Onsite

About The Position

The Records Management Specialist works in the Department of Child Safety’s Legal Services Administration in Phoenix, Arizona. Depending on business needs, the position may serve as a Centralized Records Coordinator or a Redaction Specialist.

As a Centralized Records Coordinator, the specialist researches child maltreatment records in department systems and processes statewide and nationwide information requests from the public, media, court personnel, law enforcement, and legal requestors. The work supports criminal prosecutions and civil child-custody rulings, and includes determining who is authorized to receive information under state law and providing it in the appropriate format. The role may also research confidential DCS report histories for out-of-state and law-enforcement requests.

As a Redaction Specialist, the specialist determines whether requestors are statutorily entitled to DCS report histories or case records and, when appropriate, redacts records according to statute, policy, procedures, and Attorney General’s Office training. The role includes conducting research in Guardian and county court websites, or receiving, logging, reviewing, processing, and sending requests for confidential DCS history. The position completes production statistics and may require driving to conduct state business.

Requirements

• Ability to secure and maintain clearance from the DCS Central Registry.
• Valid Arizona driver’s license; use of a vehicle is an essential function for conducting State business.
• Successfully complete the Electronic Employment Eligibility Verification Program (E-Verify), as required for newly hired State employees.
• Knowledge of Arizona Revised Statutes concerning confidentiality applicable to the assignment.
• Knowledge of redaction procedures and associated software.
• Knowledge of processing information requests from the public, media, courts, and other requestors.
• Effective written and verbal communication skills.
• Skills in problem identification, analysis, resolution, and recommending courses of action involving data from various computer sources.
• Conflict management and interpersonal skills.
• Organizational skills.
• Ability to use computer hardware and software, including Microsoft Word, Outlook, and Excel.
• Ability to learn specialized department systems, such as Guardian, to research record availability.
• Ability to apply statutes and policies to different types of records requests.
• Ability to review requests to ensure validity, redact documents using available software, accurately track requests, and maintain strict confidentiality.

Responsibilities

• Determine who is authorized under state statute to receive information and provide it in the correct format.
• Research Guardian for requests involving dependency matters, court orders, client requests, and prior child maltreatment history.
• Conduct statewide research into child maltreatment records and process statewide and nationwide information requests.
• Conduct DCS out-of-state and law-enforcement information requests concerning individuals for whom a DCS report has been made.
• Determine whether requestors are statutorily entitled to DCS report histories or case records.
• Redact records in accordance with DCS policies and procedures and Attorney General’s Office training.
• Receive, log, review, process, and send requests for confidential DCS history, as assigned.
• Research records in Guardian and various county court websites.
• Complete daily or weekly statistical reports regarding production achieved.
• Perform other duties related to the position as assigned.

Benefits

• Affordable medical, dental, life, and short-term disability insurance plans.
• Retirement and long-term disability plans.
• 10 paid holidays per year.
• Vacation accrual of 4.00 hours bi-weekly for the first 3 years.
• Sick-time accrual of 3.70 hours bi-weekly.
• Deferred compensation plan.
• Wellness plans.
• Paid Parental Leave program.
• Arizona State Retirement System participation, with enrollment eligibility effective after 27 weeks of employment.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed