Appeals and Records Administrator

Job Description

Job Description

Appeals and Records Administrator

Starting Salary Range: $63,011 - $75,613

Under the direct supervision of Appeals and Complaints Specialist, this position performs complex, varied, and highly responsible administrative and analytical work related to the development, implementation, and administration of programs that ensure the Regional Center’s compliance with the California Public Records Act (CPRA), as required by the Disability Equity, Transparency, and Accountability Act of 2024 (Assembly Bill 1147).

This position serves as the primary point of contact for CPRA requests and is responsible for overseeing, coordinating, analyzing, processing, and responding to public records requests. It also leads the development and maintenance of policies and procedures related to records management and privacy compliance, including HIPAA. The incumbent will frequently handle complex, confidential, and sensitive information, requiring sound judgment, tact, and discretion.

This position also serves as the primary support for the appeals process. This role absorbs previous administrative functions to provide high-level technical and analytical support, including document preparation and filing.

This position will require local travel within the Counties of San Francisco, San Mateo and Marin. Occasional statewide travel to sites throughout California. Access to reliable transportation permitting travel to and between many different locations throughout the day in order to perform the outlined responsibilities of the position.

Responsibilities

• Serve as the main point of contact for all public records requests.
• Track, analyze, and respond to requests in compliance with CPRA, legal requirements, and internal policies.
• Coordinate with departments to access and compile electronic and physical records.
• Redact records and maintain appropriate redaction and exemption logs.
• Manage high-volume requests professionally and in a timely manner.
• Utilize computer systems and software relevant to request processing.
• Assist departments in preparing for internal audits related to public records.
• Develop, implement, and update policies and procedures related to records management and transparency compliance.
• Ensure alignment with federal, state, and local requirements.
• Conduct regular reviews to monitor and improve the effectiveness of programs using data and performance benchmarks.
• Facilitate and maintain data for technical reports and summaries to inform leadership and support process improvement.
• Maintain and update HIPAA policies and procedures, ensuring appropriate administrative, technical, and physical safeguards.
• Stay informed on changes to HIPAA and relevant state laws; recommend and implement updates accordingly.
• Provide HIPAA security training to workforce members to ensure understanding and compliance.
• Train staff on CPRA and best practices for records management and privacy compliance.
• Communicate effectively with requestors, legal counsel, and internal stakeholders to ensure timely and appropriate responses.
• Maintain positive and collaborative working relationships across departments.
• Ensure good attendance, punctuality, and adherence to agency policies.
• Facilitate the coordination of appeals by compiling required documentation and preparing appeal packets.
• Provide backup coverage for the Sr. Appeals and Complaints Analyst; participate in appeal coordination meetings and trainings to develop proficiency in mediation and hearing processes.
• Manage the uploading of confidential appeal documents to GGRC electronic records and the Office of Administrative Hearings (OAH) systems.
• Maintain files and databases for both CPRA and Appeals; perform routine analyses of data for internal reports and trend tracking.
• Support internal departments in preparing for audits and assist in process improvement initiatives during periods of variable workload.
• Compose and prepare specialized correspondence and respond to internal/external inquiries regarding records or appeal status.
• At the direction of the Sr. Appeals and Complaints Analyst provide cross functional support and coordination when responding to 4731, Whistleblower, Citizen, Early Start, Vendor, and any other complaints.
• Perform other related duties as assigned.
• Maintain all client information as confidential in compliance with the federal Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the California Lanterman Act.

Requirements

Education/Experience

• Bachelor’s degree in public policy, public administration, political science, or a related field. Master’s degree is preferred.
• Records Manager Certification is highly desired.
• Minimum of five (5) years of progressively responsible administrative or analytical experience in program management, policy analysis, or compliance.
• Experience responding to CPRA or equivalent public records legislation is highly preferred.
• Familiarity with government operations, transparency laws, and compliance requirements.
• Experience working with legal or compliance departments is preferred.
• Experience in the regional center system is a plus.

Competencies

• Analytical thinking and creative Problem Solving
• Policy development and implementation
• Confidentiality and discretion
• Legal and regulatory knowledge
• Project and time management
• Customer service orientation
• Organizational skills
• Change management
• Time management
• Attention to detail
• Adaptability
• Collaboration/teamwork
• Self direction
• Initiative

General Skills

• Demonstrated ability to manage confidential and sensitive information with discretion.
• Ability to manage multiple requests, prioritize tasks, and meet tight deadlines with accuracy and professionalism.
• Ability to lead and manage CPRA compliance within the regional center.
• Ability to prepare, organize, and present reports, articles and related informational material.
• Independently organize work, set priorities, meet critical deadlines, and follow up on assignments
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Excellent verbal and written communication skills.
• Strong attention to detail, especially when reviewing and redacting sensitive content.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Demonstrated ability to maintain discretion, confidentiality, and diplomacy in sensitive situations.
• Effective trainer and collaborator; able to support others in understanding PRA requirements and best practices.
• Ability to operate basic office equipment, including scanners, copiers, faxes, phones
• Intermediate knowledge of MS Word® (e.g. tables, mail merges, form creation), MS Excel® (e.g. Pivot tables, Lookup graphing), MS PowerPoint®, MS Outlook® (e.g. group list management, multi-calendar management)
• Ability to use internal records system

Desired Qualifications

• Experience in multi-cultural settings and/or multi-lingual capacity

Benefits

What are the benefits to working with GGRC?

We offer a comprehensive benefits package including Medical and Dental benefits with a generous employer contribution and additional employer paid Life, Disability and Vision coverage

10% employer contribution to a 403(b) retirement account to help you save for the future!

GENEROUS TIME OFF BENEFITS!!!

No really, we mean generous:

13 vacation days, 15 sick days, 11 paid holidays, 6 personal holidays, and up to 5 paid days for continuing education

What makes GGRC so special?

GGRC values diversity, we believe in creating an environment where people of all backgrounds can collaborate to find solutions to complex problems. We are community minded and passionate.

GGRC values each person as a full, robust, and unique individual and interacts with each person in a manner that is respectful and responsive. We endeavor to place each person at the center of his, her or their own life. We approach each person as an expert on his, her or their own life and identity with a clear and attentive inquiry into what is important to, as well as important for, that one person (whether coworker or person-served, family member or other stakeholder).

How to apply:

GGRC values diversity; people of all backgrounds are encouraged to apply. Please complete the application and submit your most recent resume. If you feel that the questions do not accurately capture what you have to offer Golden Gate Regional Center, you are also welcome to attach a cover letter. Applications are being reviewed on a rolling basis so we encourage you to submit yours soon. We look forward to reading your application.

Golden Gate Regional Center is an Equal Opportunity Employer.