Records Management Specialist

Arizona Department of Administration • Phoenix, AZ

1d • $41,854 • Onsite

About The Position

The Arizona Department of Corrections, Rehabilitation, and Reentry (ADCRR) is seeking a legal expert to fill the Records Management Specialist position. The Records Management Specialist performs advanced and complex professional-level work in the management, review, and release of highly sensitive departmental records. Serves as a subject matter expert and is cross-trained to operate within both the Subpoena and Public Records Office and the Master Records unit. Ensures the lawful, accurate, and timely provision of Department records to the general public, legal counsel, law enforcement agencies, courts, and media outlets. Also ensures strict compliance with court orders, subpoena duces tecum, state statutes, and Department Orders.

Requirements

• Arizona Revised Statutes, including ARS 31-221 and applicable public records laws
• Court procedures related to subpoenas and court-ordered releases
• Records retention schedules and archival standards
• Redaction standards and confidentiality requirements (including protected and sensitive information)
• Department Orders, policies, and institutional procedures
• Legal terminology and records management best practices
• Arizona Correctional Information System (ACIS), Google Suite, and specialized redaction software
• Redaction protocols and procedures to ensure legally sufficient releases
• Analyzing and interpreting statutes, regulations, and court documents
• Reviewing complex records for accuracy and legal sufficiency
• Operating the Arizona Correctional Information System (ACIS) or comparable offender management systems
• Utilizing Google Workspace and records management or redaction software
• Organizing and prioritizing multiple high-volume requests under strict deadlines
• Preparing clear, concise written correspondence and reports
• Lift/carry approximately 40 lbs.
• Push/pull approximately 40 bls.
• Walk/run approximately .7 miles
• Exercise independent judgment in determining appropriate release or restriction of sensitive information
• Maintain strict confidentiality and safeguard protected information
• Communicate effectively with attorneys, courts, law enforcement, media representatives, and executive leadership
• Manage competing priorities in a deadline-driven environment
• Provide technical guidance and support to staff
• Adapt to changing legal and operational requirements
• Passing a background investigation
• Possess and retain a current, valid class-appropriate driver’s license, complete all required training, and successfully pass all necessary driver’s license record checks
• Maintain acceptable driving records, and must complete all required driver training
• Maintain the statutorily required liability insurance
• Take a Tuberculosis (TB) test during their New Employee Orientation and every year thereafter
• Successfully complete the Electronic Employment Eligibility Verification Program (E-Verify)

Nice To Haves

• Paralegal Degree and/or Certificate
• Experience performing administrative work in a criminal justice or law office environment

Responsibilities

• Manages the gathering, reviewing, and preparation of complex documents, audio recordings, video files, and other electronic media maintained by the Department
• Applies advanced redaction protocols and legal review standards to ensure accurate and legally sufficient record disclosures
• Serves as a liaison with internal divisions, legal counsel, law enforcement agencies, courts, and external stakeholders regarding records requests and compliance matters
• Maintains and monitors a tracking system for assigned subpoenas and public records requests, managing cases from receipt through final disposition
• Provides status updates and detailed reports to leadership regarding workload, deadlines, and compliance timelines
• Responds to inquiries regarding records requests and provides technical guidance on records release procedures
• Establishes, processes, and maintains official inmate master record files, ensuring accuracy, completeness, and compliance with records retention schedules
• Researches, compiles, retrieves, and analyzes offender file documentation to support court proceedings, subpoenas, internal investigations, and agency operations
• Acts as a resource to Correctional Records Clerk I and II staff and may provide training or technical guidance on records procedures and compliance requirements
• Performs other duties as assigned in support of Master Records and Public Records operations
• Drives on State business

Benefits

• Vacation and sick days with 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)
• Robust and affordable insurance plan to include medical, dental, life, short-term and long-term disability options
• Exceptional retirement program
• Optional employee benefits such as deferred compensation plans, credit union membership, and a wellness program
• An incentivized commuter club and public transportation subsidy program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree