Records Manager

Arizona Department of Administration • Phoenix, AZ

4d • Hybrid

About The Position

This position conducts research to identify and prepare information and records required for public records and outside counsel; assists and coordinates with legal counsel and agency personnel in defense of the agency, including identification and preparation of internal subject matter experts; collects data arising from high liability exposure claims and torts; reviews and redacts records to public requests, pending claims and litigation matters, and subpoenas pursuant to state and federal laws. Works closely with the Attorney General's Office to ensure prepared records do not violate any Public Records laws or go against the best interest of the State. This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures. The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State’s Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.

Requirements

• Arizona public record statute, and general public record law and processes.
• Arizona Library and Archives record management and retention statutes and record management guidance.
• General knowledge of state liability claim process.
• Advanced knowledge of Microsoft Office and Google applications, spreadsheets and database programs.
• Advanced knowledge of writing techniques and grammar.
• Advanced skills in verbal and written communication with public, executive personnel, project teams and legal community.
• Intellectual ability to identify and maintain confidentiality of agency documentation, internal processes and communications.
• Skills in project management, collaboration and attention to detail.
• Reading comprehension.
• Substantial organizational skills.
• Ability to establish and maintain effective working team relationships with a wide variety of people.
• Provide guidance and expertise through written and verbal communication.
• Apply knowledge of public records and records management processes.
• Comprehend and develop reports, plans, and other documents, and articulate their meaning to all types of audiences.
• Manage project and team to effectively develop public records and record management programs.
• Interpret best interest of the agency and ethical standards in fulfillment of A.R.5. 39-121 and 41-151 with a high level of analytical ability.
• Maintain high level of attention to detail.
• Valid driver's license and acceptable 39 month driving record.
• Any employee operating a motor vehicle on State business must 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.
• The license must be current, unexpired, and neither revoked nor suspended.
• Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records, and must complete all required driver training.
• An employee who operates a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) R2-10-207.11).
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Nice To Haves

• Experienced in public records and records management programs within a state agency (1+years); college credits, Associated degree or higher; any combination of education, training, experience that meet the knowledge, skills and abilities may be substituted.

Responsibilities

• Conducts research to identify and prepare information and records required by the public.
• Reviews/redacts/analyzes record responses to public requests and those related to pending claims and litigation matters, and subpoenas pursuant to state and Federal laws, and agency policy.
• Assists and coordinates with legal counsel, agency personnel, and other divisions regarding public requests and defense of the agency, including identification and preparation of internal subject matter experts.

Benefits

• Sick leave
• Vacation 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).
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

What This Job Offers

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