Records Management Specialist

Arizona Department of Administration•Phoenix, AZ

About The Position

Based on business needs, this position may function as a Centralized Records Coordinator or Redaction Specialist. Centralized Records Coordinator - Performs statewide research in systems regarding child maltreatment records. Processes statewide and nationwide requests from the public, media, court personnel, and legal requests to aide in criminal prosecution and in making rulings for civil child custody matters. Conducts Department of Child Safety (DCS) out-of-state and law enforcement information requests for individuals whom a DCS report has been made. Ensures the safety of children in their jurisdictions when the family (parent, guardian, or custodian), at one time, were residents of Arizona including, but not limited to adult(s) (alleged perpetrators) and child/children (alleged victims) researches and as well as other state agencies for the release of confidential DCS report history. Redaction Specialist - determines if a person is statutorily entitled to a DCS report history and/or case records and if so, redacts the reports/records in conformance with statute and policy. Conducts a systems research in Guardian and various county court websites.

Requirements

Arizona Revised Statutes pertaining to confidentiality to the area of assignment
Redaction procedures and associated software
Processing request for information from public, media, court etc.
Effective written and verbal communication
Problem identification, analysis and resolution, including recommending a course of action regarding a wide variety of data from various computer sources and trouble shooting difficulties
Conflict management
Interpersonal relationships
Organization
Using computer hardware and software including Microsoft Office (Word, Outlook, and Excel etc.)
Learn the departments' specialized systems (e.g. Guardian) to research record availability
Apply statute and policy to varying types of records requests
Review records requests to ensure validity
Redact documents using available software
Accurately track requests
Maintain the strictest confidentiality

Nice To Haves

Responsibilities

Centralized Records Coordinator - Determines who is authorized to receive information, per state statute, and in the correct format. Researches in Guardian for all requests including, Dependency, court order and client requests for prior child maltreatment history
Redaction Specialist - Performs redactions of all records in accordance with DCS policies and procedures and in accordance with Attorney General's Office (AGO) training or receive, log, review, process and send out requests for confidential DCS history.
Completes daily/weekly statistical reports regarding production achieved.
Other duties as assigned as related to the position.