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Public Records Analyst

  • 514788
  • PHOENIX
  • SECRETARY OF STATE (DEPT OF STATE)
  • Full-time

SECRETARY OF STATE (DEPT OF STATE)

The mission of the Office of the Arizona Secretary of State is to provide services throughout the state to:
Preserve our history;
Promote engagement; and
Protect the future
The office strives to achieve this mission by being trusted, accessible, innovative, and secure.

PUBLIC RECORDS ANALYST

Job Location:

1700 West Washington Street

Phoenix, Arizona 85007 

Posting Details:

Hourly Pay Range: $18.00 - $22.20

Grade: 19

This position will remain open until filled

Job Summary:

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.

Job Duties:

• 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, Skills & Abilities (KSAs):

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

Selective Preference(s):

• Experience in working with elections

• Election Officer Certification

• College level coursework

• Arizona Driver's License

Benefits:

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

Retirement:

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

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

Contact Us:

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

ARIZONA MANAGEMENT SYSTEM (AMS)

All Arizona state employees operate within the Arizona Management System (AMS), an intentional, results-driven approach for doing the work of state government whereby every employee reflects on performance, reduces waste, and commits to continuous improvement with sustainable progress.  Through AMS, every state employee seeks to understand customer needs, identify problems, improve processes, and measure results.  
State employees are highly engaged, collaborative and embrace a culture of public service.

The State of Arizona is an Equal Employment Opportunity Employer.