Records Management Specialist

Arizona Department of Administration • Phoenix, AZ

6d • Onsite

About The Position

The Arizona Department of Corrections, Rehabilitation and Reentry (ADCRR) is seeking a Records Management Specialist for the Office of the General Counsel in Phoenix, Arizona. The position performs advanced, complex professional work managing, reviewing, and releasing highly sensitive departmental records. The specialist serves as a subject matter expert and is cross-trained to work in both the Public Records Office and the Master Records unit. The role ensures lawful, accurate, and timely provision of Department records to the public, legal counsel, law enforcement agencies, courts, and media, while complying with federal and state statutes and Department Orders.

Employment is contingent on successfully passing a background investigation. Employees must complete a tuberculosis test during New Employee Orientation and annually thereafter, and newly hired State employees must successfully complete E-Verify. If driving on State business is an essential job function, employees must maintain a current, valid, appropriate driver’s license, meet driver-training and record-check requirements, and maintain required liability insurance when using a personally owned vehicle.

Requirements

• Pass a pre-employment background investigation.
• If driving on State business is an essential function, possess and retain a current, valid, class-appropriate driver’s license; complete required training and pass driver’s-license record checks; maintain an acceptable driving record; and, when using a personally owned vehicle, maintain legally required liability insurance.
• Complete a tuberculosis test during New Employee Orientation and every year thereafter.
• Successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).
• Knowledge of Arizona Revised Statutes, including ARS 31-221, and applicable public-records laws.
• Knowledge of court procedures related to subpoenas and court-ordered releases.
• Knowledge of records-retention schedules, archival standards, redaction standards, confidentiality requirements, Department Orders, policies, institutional procedures, legal terminology, and records-management best practices.
• Knowledge of the Arizona Correctional Information System (ACIS), Google Suite, and specialized redaction software.
• Skill in analyzing and interpreting statutes, regulations, and court documents and reviewing complex records for accuracy and legal sufficiency.
• Skill in operating ACIS or comparable offender-management systems and using Google Workspace and records-management or redaction software.
• Skill in organizing and prioritizing multiple high-volume requests under strict deadlines and preparing clear, concise correspondence and reports.
• Ability to lift and carry approximately 40 pounds, push and pull approximately 40 pounds, and walk or run approximately 0.7 miles.
• Ability to exercise independent judgment about releasing or restricting sensitive information and to maintain confidentiality and safeguard protected information.
• Ability to communicate effectively with attorneys, courts, law enforcement, media representatives, and executive leadership.
• Ability to manage competing priorities in a deadline-driven environment, provide technical guidance and support to staff, and adapt to changing legal and operational requirements.

Nice To Haves

• Paralegal degree and/or certificate.
• Experience performing administrative work in a criminal justice or law office environment.

Responsibilities

• Manage the gathering, review, and preparation of complex documents, audio recordings, video files, and other electronic media maintained by the Department.
• Apply redaction protocols and legal review standards to ensure record disclosures are accurate and legally sufficient.
• Liaise with internal divisions, legal counsel, law enforcement agencies, courts, and external stakeholders regarding records requests and compliance.
• Maintain and monitor a tracking system for assigned public records requests, managing cases from receipt through final disposition.
• Provide leadership with status updates and detailed reports on workload, deadlines, and compliance timelines.
• Respond to records-request inquiries and provide technical guidance on records-release procedures.
• Establish, process, and maintain official inmate master record files, ensuring accuracy, completeness, and compliance with retention schedules.
• Research, compile, retrieve, and analyze offender-file documentation for court proceedings, subpoenas, internal investigations, and agency operations.
• Serve as a resource to Correctional Records Clerk I and II staff and may provide training or technical guidance on records procedures and compliance.
• Perform other duties supporting Master Records and Public Records operations.
• Drive on State business.

Benefits

• Vacation and sick days, with 10 paid holidays per year.
• Paid parental leave of up to 12 weeks per year for a newborn or newly placed foster or adopted child (pilot program).
• Medical, dental, life, short-term disability, and long-term disability insurance options.
• Arizona State Retirement System participation; enrollment eligibility becomes effective after 27 weeks of employment.
• Optional deferred compensation plans.
• Credit union membership.
• Wellness program.
• Incentivized commuter club and public transportation subsidy program.

What This Job Offers

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