RECORDS MANAGEMENT SPECIALIST

Arizona Department of Administration • Phoenix, AZ

7d • Onsite

About The Position

The Arizona Department of Corrections, Rehabilitation and Reentry (ADCRR) is seeking a Records Management Specialist for its Office of the General Counsel in Phoenix, Arizona. The role performs advanced and complex professional-level work managing, reviewing, and releasing highly sensitive departmental records. The specialist is a subject matter expert, cross-trained to work in both the Public Records Office and the Master Records unit, and ensures that records are provided lawfully, accurately, and on time to the public, legal counsel, law enforcement agencies, courts, and media outlets. The position ensures compliance with federal and state statutes and Department Orders.

The specialist manages public records requests and inmate master records, applies redaction and legal review standards, coordinates with internal and external stakeholders, and provides guidance to staff. The position requires driving on State business. Employment is contingent on passing a background investigation, and employees must complete a TB test during New Employee Orientation and annually thereafter. Newly hired State employees must also successfully complete E-Verify. Employees driving on State business must maintain a valid, appropriate driver’s license, meet driver-training and record-check requirements, and maintain required liability insurance when using a personally owned vehicle.

Requirements

• 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 and archival standards.
• Knowledge of redaction standards and confidentiality requirements, including those concerning protected and sensitive information.
• Knowledge of Department Orders, policies, and institutional procedures.
• Knowledge of legal terminology and records management best practices.
• Knowledge of the Arizona Correctional Information System (ACIS), Google Suite, and specialized redaction software.
• Knowledge of redaction protocols and procedures for legally sufficient releases.
• Skill in analyzing and interpreting statutes, regulations, and court documents.
• Skill in reviewing complex records for accuracy and legal sufficiency.
• Skill in operating ACIS or comparable offender management systems.
• Skill in using Google Workspace and records management or redaction software.
• Skill in organizing and prioritizing multiple high-volume requests under strict deadlines.
• Skill in preparing clear, concise written 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 in determining whether sensitive information should be released or restricted.
• Ability to maintain strict 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.
• Ability to provide technical guidance and support to staff.
• Ability to adapt to changing legal and operational requirements.
• Pass a background investigation.
• When driving on State business, possess and retain a current, valid, class-appropriate driver’s license; complete required training and pass required driver’s license record checks; maintain an acceptable driving record; and, when using a personally owned vehicle, maintain required liability insurance.
• Complete a TB test during New Employee Orientation and annually thereafter.
• Successfully complete E-Verify as a newly hired State employee.

Nice To Haves

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

Responsibilities

• Gather, review, and prepare complex documents, audio recordings, video files, and other electronic media maintained by the Department.
• Apply advanced redaction protocols and legal review standards to ensure accurate and legally sufficient disclosures.
• Liaise with internal divisions, legal counsel, law enforcement agencies, courts, and external stakeholders on records requests and compliance matters.
• Maintain and monitor tracking for assigned public records requests from receipt through final disposition.
• Provide leadership with status updates and detailed reports about workload, deadlines, and compliance timelines.
• Respond to inquiries about records requests 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 provide training or technical guidance on records procedures and compliance requirements as needed.
• 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).
• Affordable insurance options, including medical, dental, life, short-term disability, and long-term disability.
• Retirement program through the Arizona State Retirement System (ASRS); 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