RECORDS PROGRAM ADMINISTRATOR

Arizona Department of Administration • Phoenix, AZ

1d • $72,600 • Onsite

About The Position

The Arizona Department of Corrections, Rehabilitation, and Reentry (ADCRR) is seeking a public records expert to fill the Records Program Administrator position. The Records Program Administrator is responsible for overseeing and managing the operations of the public, and Master Records office. Ensuring that the department efficiently responds to requests for records from the members of the public in compliance with federal, state, and departmental regulations. This position is primarily focused on managing the team, streamlining processes, and ensuring quality control.

Requirements

• State and Federal Laws and ADCRR department policies and procedures
• Adult Correctional Information System (ACIS)
• Comprehensive understanding of public and inmate records laws, regulations, and departmental policies
• Records management systems, including retention schedules and redaction requirements
• Familiarity with data privacy laws and procedures for protecting sensitive information
• Supervisory practices, employee training, and performance evaluation processes
• Leadership and team management, including training, mentoring, and performance management
• Written and verbal communications
• Maintaining relationships with internal and external stakeholders
• Advanced organizational and time management to handle multiple records requests and priorities
• Analyzing complex requests and applying appropriate legal and departmental standards
• Problem-solving and decision-making in a fast-paced environment
• Manage and develop staff, ensuring compliance with all legal and departmental standards
• Interpreting and apply laws, codes, and department policies to public records requests
• Work under tight deadlines, prioritize tasks, and maintain attention to detail
• Handle sensitive and confidential information with discretion
• Passing a background investigation
• 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
• Maintain acceptable driving records, and must complete all required driver training
• Maintain the statutorily required liability insurance
• Successfully complete the Electronic Employment Eligibility Verification Program (E-Verify)
• Tuberculosis (TB) test during their New Employee Orientation and every year thereafter

Nice To Haves

• Experience in records management or public access operations, with at least 2 years in a supervisory role
• Paralegal Degree and/or Certificate
• Bachelor’s degree in Public Administration, Information Management, or a related field

Responsibilities

• Oversees the daily operations of the Public and master records office
• Ensures that all requests for department records are processed in a timely and compliant manner
• Manages the receipt, review, and response to requests for records, ensuring adherence to relevant laws, regulations, and department policies
• Supervises staff in the unit, providing guidance, training, and performance evaluations through the Managing Accountability and Performance System or a similar system
• Ensures staff are adequately trained and maintain high levels of accuracy and compliance in fulfilling public and inmate records requests and subpoenas
• Conducts second-level reviews of staff work, ensuring that documents are properly redacted and compliant with applicable legal standards before public release
• Serves as the point of contact for internal and external stakeholders, ensuring clear communication and coordination on complex or sensitive requests
• Maintains and organizes both electronic and physical records, ensuring accurate tracking and reporting of requests for records
• Ensures compliance with all legal requirements, including records retention, redaction processes, and reporting obligations
• Attends meetings and training classes, prepares various reports, and reconciles payments for document preparation and copies
• Drives on State business
• Performs other duties appropriate to the assignment

Benefits

• Vacation and sick days 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)
• Robust and affordable insurance plan to include medical, dental, life, short-term and long-term disability options
• Exceptional retirement program
• Optional employee benefits such as deferred compensation plans, credit union membership, and a wellness program
• An incentivized commuter club and public transportation subsidy program

What This Job Offers

• Job Type: Full-time
• Career Level: Manager