Records Manager

Arizona Department of Administration • Phoenix, AZ

3d • $55,000

About The Position

The Centralized Records Coordination Unit (CRCU) Supervisor is responsible for
the day-to-day supervision of a CRCU staff, and oversees the processing and/or
redactions of statewide and nationwide requests from various entities, which
includes the public, media, court personnel, dependency requests, as well as
out-of-state Child Protective Services (CPS) agencies and law enforcement in
addition to other statutorily entitled groups. The Centralized Records
Coordination Unit Supervisor ensures the Department provides redacted records to
requesters in compliance with all applicable statutes and policies.

Requirements

• Knowledge of: Arizona Revised Statutes pertaining to confidentiality
• Knowledge of: DCS missions and policies
• Knowledge of: Redaction procedures
• Knowledge of: Researching techniques
• Knowledge of: Supervising, organizing, directing the maintenance and use of all records
• Knowledge of: Computer hardware and software
• Knowledge of: Department personnel rules and procedures
• Knowledge of: Practices and procedures in management and supervision
• Knowledge of: DCS Management Systems
• Knowledge of: Department record retention policies, and statutory requirements related to confidentiality and the production of records.
• Skills in: Written and verbal communication
• Skills in: Supervision techniques
• Skills in: Problem identification, analysis and resolution
• Skills in: Trouble shooting
• Skills in: Conflict management
• Skills in: Establishing and maintain interpersonal relationships
• Skills in: Organization
• Skills in: Utilizing Adobe Pro, OnBase, Guardian and Microsoft Office software (e.g. Word, Outlook, Excel)
• Ability to: Apply statute and policy to varying types of records requests
• Ability to: Review records requests to ensure requests are valid
• Ability to: Redact documents using Adobe Pro and OnBase
• Ability to: Learn the agency's databases to research record availability
• Ability to: Utilize Guardian, OnBase and Power BI to track data requests and due dates
• Ability to: Direct their team according to Department personnel rules and policies

Responsibilities

• Supervises, directs, monitors, trains and evaluates the work performance of subordinate staff. Ensures the oversight of quality assurance on redaction of records produced by unit. Ensures staff maintain a caseload and completes research in systems regarding child maltreatment records, in addition to redacting the documents.
• Oversees the intake, redaction and timely uploading redacting documents to JAX (Maricopa Court System) of 5 day disclosures. Manages, tracks, and plans work-flow and how the unit will perform the production of records and release to requesters. Manages/reviews tracking system of redacted and high profile requests.
• Receives and monitors requests for confidential DCS history. Determines who is authorized to receive the information per federal and state law, as well as DCS policy. Researches database for prior child maltreatment history. Works with County Attorney offices to ensure release of any DCS records does not present a material harm to criminal investigations and/or prosecution.
• In collaboration with the manager and administrator, works with system partners (courts, attorneys, AGO, etc.) to address systemic issues that arise in the production of records.
• Responds to the general public and media regarding DCS records requests, including explaining the process to request confidential information, who is eligible to receive DCS records, what additional information is needed, and resolving issues for difficult clients or complex issues. Redacts highly confidential information as appropriate.
• Under the direction of the Manager, the position is also responsible for drafting the appropriate policies and procedures for the Department as they relate to the various functions or the unit.
• Drives and meets regularly with other DCS units to assess record request needs and provide recommendations on the redaction and release of records.
• Conducts unit meetings, huddle boards, monthly one-on-ones, and updates AZ Performs for all subordinate staff.
• Other duties as assigned as related to the position.

Benefits

• Affordable medical, dental, life, and short-term disability insurance plans
• Top-ranked retirement and long-term disability plans
• 10 paid holidays per year
• Vacation time accrued at 4:00 hours bi-weekly for the first 3 years
• Sick time accrued at 3:42 hours bi-weekly
• Deferred compensation plan
• Wellness plans
• By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.

What This Job Offers

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