Records Management Coordinator (Full-Time) - Legal (174902) - Scottsdale Unified School District

PAY GRADE: L

POSITION OBJECTIVE: 

The primary purpose of the Records Management Coordinator position is to manage public records requests received by the District. This position reports directly to the General Counsel. The Records Management Coordinator responds to public records requests, in compliance with State and Federal laws, and Governing Board Policy. The Records Management Coordinator communicates with requesting parties information to staff, outside counsel, the public, and others; ensuring compliance with financial, legal and administrative requirements; conducting basic legal research; preparing documents; and handling such other tasks as may be requested.

DUTIES & RESPONSIBILITIES: (These duties are a representative sample; position assignments may vary.)

1. Process and document public records requests in accordance with Arizona and Federal laws, including but not limited to receiving and reviewing requests, seeking clarification of same, contacting relevant District departments and staff for responsive documents, conducting searches of electronic communications, responding to requests, and making release determinations, drafting and recommending responses for matters requiring further review before responding
2. Apply relevant laws and Governing Board policies to the release of public records
3. Ensure released records do not contain personally identifiable information, FERPA-protected student records, attorney-client privileged communications, attorney work product, or other information made confidential by law or otherwise exempted from public records under the applicable statutes and policies
4. Compose public records response communications, clarify requests, negotiate additional response time and work to narrow requests with a goal of targeting the records sought while reducing undue burden on District staff time and other resources, and make recommendations on fees and fee waivers, in accordance with public records laws and District policies
5. Coordinate with District departments conducting searches for responsive documents
6. Maintain records of requests and disclosures
7. Perform other duties as assigned by the General Counsel

EDUCATION & EXPERIENCE: (positions in this class typically require):

• Bachelor’s Degree in information management related field or equivalent combination of education and/or experience preferred
• Familiarity with Arizona and Federal public records laws (i.e. the Freedom of Information Act (“FOIA”))
• Minimum of three (3) years of relevant work experience

LICENSING REQUIREMENTS:

·         N/A

SKILLS:

• Prioritizing work
• Effective interpersonal skills
• Ability to create complex searches of emails and retrieve responsive emails and other electronic records
• Knowledge and proficiency of Microsoft Office Suite (including Word, Excel PowerPoint, Outlook), and Adobe
• Demonstrate strong analytical skills, reading comprehension, and attention to detail
• Ability to multi-task, work in a fast-paced team environment, and adjust to established work patterns and processes as required
• Possess exceptional communication skills (both oral and written)
• Ability to handle routine administrative details independently.
• Ability to understand and carry out complex oral and written instructions.
• Ability to establish and maintain cooperative working relations.
• Ability to manage multiple priorities and deadlines under pressure.
• Ability to maintain strict confidentiality.
• Ability to successfully work with and serve a diverse local community.
• Ability to type at 65+ words per minute.
• Good judgment; tact; courtesy; a deep sense of responsibility and a strong sense of ethics.

PHYSICAL REQUIREMENTS: 

Positions in this class typically require: stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, finger dexterity, grasping, talking, hearing, seeing, and repetitive motions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.  Sedentary work involves sitting most of the time.  Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

The job is performed in a generally clean and health environment.

NOTE: 

The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.