Records Specialist

The position of Records Management and Public Records Specialist for the University of Arizona is responsible for assisting in administering both the statutory public records and records management function for the University. This position will review records gathered related to public records requests to determine their ultimate responsiveness to the request and applies redactions as appropriate based on knowledge and interpretation of the Arizona public records laws in addition to supporting the records management office by assisting with the filing and retrieval of records in addition to advising offices related to records creation and disposal.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

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Records Management & Archives Support:

• Monitor compliance with document retention schedules and oversee the proper archiving and disposal of records.
• Coordinate and maintain document management systems and workflows.
• Advise departments on records management functions and respond to relevant inquiries.
• Conduct periodic audits of records and documents to ensure compliance with policies and procedures.
• Coordinate the logistics of the Records Management and Archives delivery and pick up schedule to meet campus needs.
• Serve as the primary back up for the Records Management and Archives function in the absence of R & A leadership.

Public Records Support:

• Review records and apply appropriate redactions in accordance with AZ public records law.
• Practice good judgment and sound decision making and clearly articulate the rationale supporting those decisions effectively in writing.
• Coordinate responses for requests related to rote employment records, purchasing records and requests for student directory information.
• Collaborate with other public records team members on special projects as directed.

Communication and Data Collection:

• Communicate with requesters of records and provide cost estimates as needed.
• Communicate with other offices at the University to collaborate on Records Management and Public Records matters.
• Manage the central email inboxes for both Public Records & Records and Archives to ensure appropriate filing and organization and to ensure all messages have received responses.
• Run reports to assist in data collection and request processing as needed.
• Organize and maintain record keeping functions for the office of public records, including file storage, organization and retention.
• Conduct outreach and education for campus partners on Records Management and Public Records topics.

Knowledge, Skills, and Abilities (KSAs):

• Ability to communicate effectively in writing and orally.
• Demonstrated good judgment, persuasive ability, and the ability to inspire confidence and cooperation, both internally and externally.
• Ability to handle highly confidential and sensitive information and represent the University with tact and diplomacy at all levels.
• Ability to work under pressure, prioritize work to meet deadlines, adeptly attend to details, and produce high quality work while multi-tasking.
• Teamwork skills.
• Demonstrated organizational skills.
• Commitment to respect and integrity.
• Excellent office management skills including word processing, content and context editing, composing correspondence, proofreading, and developing and maintaining an office filing and docketing system.
• Skills with MS Office including Word, Outlook, PowerPoint, and Excel.
• Proficiency in Adobe Acrobat Pro.

Physical Requirements:

• Ability to lift/move/transport/pull/push up to 50 lbs.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• 3 years of relevant work experience, or equivalent combination of education and work experience.
• Ability to drive according to the University Fleet Safety Policy.