The Records Manager manages the record requests assigned to them and works with subject matter experts to collect data pursuant to state and federal laws. This position conducts research to identify and prepare information and records required for public record requests, ADOA Risk Management, subpoenas, discovery requests, Attorney General’s Office and outside counsel for defense or representation in legal matters such as legal claim filings.
The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, 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.
Essential Duties and Responsibilities include but are not limited to:
Ensure the information being released is pursuant to law and abide to agency policies
Reviews, redacts, and analyzes record responses to public requests and those related to pending claims and litigation matters, subpoenas, and discovery requests pursuant to State and Federal laws, and Agency policy.
Works with legal counsel and agency personnel in public requests and defense of the agency, including identification and preparation of internal subject matter experts. Ensures evidence preservation orders are issued, sustained and lifted. Manages the agency's record retention program by providing guidance, direction, and advice.
Manages records projects by receiving, recording, direction, tracking and reporting information, data and issues arising from high liability exposure public requests, claims and torts. Participates in AMS/Lean activities. Manages the application used to track, process, and complete record requests and track record retention.
Arizona public record statute, and general public record law and processes
Arizona Library and Archives record management and retention statutes and record management guidance
State liability claim process
Microsoft and Google Suite applications, spreadsheets and database programs
Writing techniques and grammar
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
Project management, collaboration and attention to detail
Reading comprehension and substantial organizational skills
Establish and maintain effective working team relationships with a wide variety of people and provide guidance and expertise through written and verbal communication
Apply knowledge of public records and record management processes
Comprehend and develop reports, plans, and other documents, and articulate their meaning to all types of audiences
Manage projects and team to effectively develop public records and record management programs
The ideal candidate for this position will have:
1 or more years of experience in public records and record management programs within a state agency.
College credits, associates degree or higher. Any combination of education, training, experience that meet the knowledge, skills and abilities may be substituted.
Paralegal or Bachelor’s degree is preferred.
This position requires possession of a valid Arizona Class D Driver License. Candidates for this position must complete and sign PART 1 of the State of Arizona Application for Employment at the time of interview, which will allow ADOT to obtain the candidate's motor vehicle record (MVR). The most recent 39-month period shown on the MVR will be reviewed in accordance with A.A.C. R2-10-207.11 (H) and (I). The review must show an acceptable driving record prior to any offer of employment being made by ADOT. Employment is contingent upon an acceptable MVR.
The Arizona Department of Administration offers a comprehensive benefits package to include:
• Sick leave
• Vacation with 10 paid holidays per year
• 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
For a complete list of benefits provided by The State of Arizona, please visit our benefits page
By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.
Mandatory participation in the Arizona State Retirement System (ASRS) is required.
Arizona State Government is an EOE/ADA Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by calling (602) 712-7279. Requests should be made as early as possible to allow sufficient time to arrange the accommodation. ADOT is an Equal Employment Opportunity Employer. All newly hired employees will be subject to E-Verify Employment Eligibility Verification.
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.