Public Records Request Specialist

Public Records Request Specialist

The Public Records Specialist is responsible for ensuring the District's compliance with Arizona Public Records Law, Arizona Revised Statutes, records retention schedules, and applicable District policies and procedures. This role requires a deep understanding of public records management, data governance, confidentiality, and records retention requirements. The individual will monitor changes to relevant laws and regulations, recommend updates to procedures, and maintain comprehensive documentation of records management and public records compliance activities. Key duties include receiving and processing public records requests, coordinating with departments to ensure timely responses, maintaining accurate logs and documentation, retrieving and preparing records for distribution, determining authorization for information release, performing record redactions, providing exceptional customer service, and composing communications to stakeholders. Additionally, the Public Records Specialist will collaborate with leadership, administrators, department representatives, and legal counsel, maintain confidentiality, and assist in training staff on public records procedures and best practices.

Essential functions, as defined under the Americans with Disabilities Act, may include, but are not limited to, the following tasks, duties, knowledge, skills and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents in this class.

• Assist in the facilitation, coordination, and oversight of the District's compliance with Arizona Public Records Law, Arizona Revised Statutes, records retention schedules, and applicable District policies and procedures.
• Maintain a high level of understanding of laws, policies, and best practices related to public records management, data governance, confidentiality, and records retention requirements.
• Monitor changes to laws, regulations, and guidance related to Arizona public records compliance and recommend updates to procedures and practices as needed.
• Maintain comprehensive program documentation related to records management and public records compliance activities.
• Receive, log, track, review, process, and fulfill public records requests in accordance with Arizona Revised Statutes, established timelines, and District protocols.
• Help identify responsive documents and coordinate with appropriate departments to ensure timely and accurate responses.
• Maintain accurate logs, documentation, and records related to requests, responses, exemptions, redactions, and fulfillment activities.
• Retrieve information from filing systems and electronic records systems as requested and prepare copies of records for distribution.
• Determine authorization for release of information in accordance with applicable laws, regulations, and District procedures.
• Perform record redactions in compliance with federal and state laws, including FERPA and other confidentiality requirements where applicable.
• Provide exceptional customer service and guidance to individuals requesting information while adhering to District policies, confidentiality requirements, and legal restrictions on disclosure.
• Compose, edit, and distribute correspondence and communications to internal and external stakeholders regarding records requests, records management, and related matters.
• Collaborate and maintain effective communication with District leadership, school administrators, department representatives, and legal counsel regarding records requests and disclosure determinations.
• Maintain strict confidentiality of student, personnel, and District information while ensuring compliance with privacy laws and regulations.
• Assist in the development and delivery of training materials and staff training related to public records procedures, records retention requirements, and records management for best practices.
• Other duties as assigned.

Knowledge and Skills: Knowledge and experience to perform listed duties and responsibilities. Skill and extensive experience using Microsoft Excel, Word, PowerPoint, and other office applications. Experience using records and data management tools. Excellent verbal and written communication skills. Ability to examine work processes and develop innovative process improvement suggestions. Ability and experience in problem solving. Independent thinker and self-starter. Skill in establishing and maintaining effective working relationships with co-workers, executive leaders and managers, state and other external entities, and the public. Ability to acquire knowledge of applicable Federal, State, and local statutes, rules, regulations, ordinances, and codes and Peoria Unified policies and procedures.

Minimum Qualifications: High school diploma or GED and at least two (2) years of successful experience performing the duties and assignments listed above. Alternatively, any equivalent combination of work experience and education from which comparable knowledge, skills, and abilities have been acquired.

Other Requirements: Must be able to attain and keep an IVP Fingerprint Clearance Card and pass a background clearance check. Required to occasionally work outside normal working hours. May be required to lift and/or carry heavy, bulky supplies, materials, equipment, and other items weighing up to 35 pounds. May be required to possess and maintain a valid Arizona driver's license.