SECRETARY OF STATE (DEPT OF STATE)

1700 West Washington Street

Phoenix, Arizona 85007 

Hourly Pay Range: $18.00 - $22.20

Grade: 19

This position will remain open until filled

The primary function of the Public Records Request Analyst is to provide frontline operations support for the SOS public records request (PRR) program including assignment, tracking, review, and close-out of requests.

The position is responsible for continual monitoring and assignment of incoming requests, responding to email inquiries, and following up with staff to ensure prompt processing of requests. Work also includes serving as the department records custodian including managing records retention and guidance on transfer and destruction.

Success in this position requires strong customer service skills, responsive communication, reliable attendance, a basic understanding of legal principles related to public records, discretion with sensitive subject matter, and advanced technical skills to thoroughly review and redact a high volume of record content.

• Responsible for receiving, reviewing, and fulfilling public records requests and litigation discovery requests

This process includes the following tasks: tracking requests; communicating with the requester on topics such as fulfillment guidelines, costs, and updates on progress; coordinate collection and organization of responsive records by working with IT, elections, and other staff members; and reviewing and preparing documents for delivery

Record Retention/compliance:

• Inspect and recommend files for permanent record transfer to Iron Mountain or Archives and Records Management

• Assist the staff when leaving what to do with files

• Work with Records Management for guidance

• Send documents to Iron Mountain for staff

• Maintain log of files transferred

• Other duties related to the position

Knowledge:

• Comprehensive knowledge of Microsoft products, including Windows, Word, Outlook, Excel, and PowerPoint

• General knowledge of Secretary of State services and computer software applications

• General knowledge of Arizona state government and duties of Secretary of State

• Knowledge of the methods and means of collecting and evaluating data

• Knowledge of local and communities, politics, and organizations

• Knowledge of Federal and Arizona election laws and procedures

Skill:

• Can deliver excellent customer service via diverse delivery mediums, including in-person, telephone and electronic

• Skilled at developing and executing goals, while effectively and efficiently utilizing all resources to meet deadlines

• Public speaking and presentation skills with an ability to cater to various audiences

• Strong team mentality with a devotion to both division and agency success

• Developed interpersonal, written, and oral communication skills

• Can develop and implement new processes and procedures

Ability:

• Demonstrated ability to resolve incidents/problems efficiently and effectively, recognizing customers’ competence levels, and able to approach each level appropriately

• Demonstrated ability to build strong relationships inside and outside the organization

• Demonstrated ability to work collaboratively in teams and across organizations

• Demonstrated ability to synthesize feedback and adjust plans accordingly

• Demonstrated ability to balance, prioritize and organize multiple tasks

• Demonstrated ability to plan for projects and delegate tasks as needed

• Experience in working with elections

• Election Officer Certification

• College level coursework

• Arizona Driver's License

The State of Arizona offers a comprehensive benefits package to include:

• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

• Life insurance and long-term disability insurance

• Vacation plus 10 paid holidays per year

• Health and dental insurance

• Retirement plan

• Sick leave

For a complete list of benefits provided by The State of Arizona, please visit our benefits page

• Positions in this classification participate in the Arizona State Retirement System (ASRS)

• Note that enrollment eligibility will become effective after 27 weeks of employment

• If you have any questions, please feel free to contact Human Resources at humanresources@azsos.gov or 602-541-6170 for assistance