Records Manager

Arizona Department of Administration•Phoenix, AZ

9d•Onsite

About The Position

The Arizona Department of Child Safety (DCS) is a social and human services agency whose mission is to successfully partner with families, caregivers, and the community to strengthen families, ensure safety, and achieve permanency for all Arizona’s children through prevention, services, and support. The Centralized Records Coordination Unit (CRCU) Manager is responsible for the day-to-day supervision of 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 Manager 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, SharePoint, 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 other software
Ability to Learn the agency's databases to research record availability
Ability to Utilize Guardian, OnBase, SharePoint and Power BI to track data requests and due dates
Ability to Direct their team according to Department personnel rules and policies

Nice To Haves

The ability to secure and maintain an Arizona Fingerprint Clearance Card.
The ability to secure and maintain clearance from the DCS Central Registry.
Driver’s License Requirements.

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 disclosure of redacted documents which may include disclosing to JAX (Maricopa Court System) documents subject to the 10-Day disclosure rules.
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 administrator, works with system partners (courts, attorneys, AGO, etc.) to address systemic issues that arise in the production of records, including participation in court hearings as needed.
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 administrator, the position is also responsible for drafting the appropriate policies and procedures for the Department as they relate to the various functions of the unit.
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 appraisals for all subordinate staff.
Driving may be required.
Other duties as assigned as related to the position.