SUMMARY: 

Under general direction of the Director of Community Services & Family Support (CSFS), the Public Records Act (PRA) Coordinator provides oversight to ensure SCLARC’s compliance with their Public Records Act (“PRA”) obligations under the Disability Equity, Transparency, and Accountability Act of 2024 (Assembly Bill 1147). The ideal candidate will possess strong analytical skills, excellent communication abilities, and attention to detail. The position will frequently deal with complex, confidential, and sensitive information and must be able to do so with tact and discretion.

This position primarily will be responsible for responding to public records requests. Additionally, the PRA Coordinator will create, monitor and track the contracts for Purchase of Services (POS), Community Placement Plan (CPP) and Community Resource Development Plan (CRDP) for SCLARC. This position will also be responsible for developing, implementing, and updating policies and procedures related to records management and contract requirements.

DUTIES AND RESPONSIBILITIES:

Disclaimer – This list is meant to be representative, not exclusive. Some incumbents may not perform all the duties listed or may perform related duties as assigned. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

A. Essential Job Specific Duties:

• Develop and standardize procedures and methods to improve and continuously monitor the effectiveness of assigned programs (i.e, Just FOIA, Docusign, CLM, Seamless Docs) and recommend improvements.
• Act as the main point of contact for public records requests received by SCLARC.
• Conduct analytical and  operational  studies  regarding departmental and programmatic activities related to assigned programs
• Update contract language a directed
• Run queries or reports of expired contracts and/or renewal dates
• Maintain a system of tracking contract/PR deadlines
• Assist with the implementation of procedural, administrative, or operational changes after approval
• Prepare and/or pull data reports and/or records out of SmartChart, SCLARC vendor portal, DDS Provider Directory, JustFOIA and/or Docusign.
• Ensure compliance with federal, state, local, and funding agency requirements regarding public record requests by assigning tasks and/or completing tasks, using computer systems, software applications relevant to work performed.
• Track all public records requests in compliance with the CPRA, and any other legal requirements or departmental policies.
• Partner with Department Power Users, General Users of JustFOIA and/or other personnel to access records in electronic file formats, as needed
• Coordinate with various departments to assist and meet timelines in response to record requests.
• Redact records and prepare appropriate redaction and exemption logs, as assigned
• Manage requests with professionalism and timeliness
• Communicate effectively with requests and collaborate with Leadership Team when needed, and other necessary parties to coordinate timely and appropriate responses to requests
• Train SCLARC staff, and other stakeholders in records management best practices
• Other Duties as Assigned.

B. Other Job Specific Duties:

• Work alternative hours as required. May be necessary to periodically work overtime hours due to agency needs.
• Attend all meetings, trainings, and conferences as assigned.

MINIMUM QUALIFICATIONS:

The requirements listed below are representative of the knowledge, skills, and abilities required to satisfactorily perform the essential duties and responsibilities.

Knowledge of:

• JUSTFOIA, Microsoft Word, Excel, PowerPoint, Outlook, or similar software applications
• Current legislation and regulations as it relates to CPRA, Assembly Bill 1147, Lanterman Act, contract implementation, and evaluation of services for individuals with developmental disabilities.
• Organization and management practices of public agencies.
• Principles, practices, and procedures related to public agency record keeping.
• Principles and techniques for working with groups  and fostering effective  team interaction to ensure teamwork is conducted smoothly.
• English including spelling, grammar, punctuation, and vocabulary.

Ability to:

• Lead, complete as needed, and direct PRA compliance and contract compliance within
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Coordinate and oversee programmatic, administrative, and other reporting activities.
• Supervise and coordinate maintenance of SCLARC’s official records.
• Convey, research, analyze, and evaluate complex information and ideas (including policies, procedures, regulations, and expectations) to diverse groups clearly concisely, verbally and in writing.
• Communicate in front of large groups of community partners and staff with a broad spectrum of business and professional expertise.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Collaborate with community partners.
• Document and maintain accurate data, reports, and records.
• Identify problems and/or provide an analysis.
• Active listening.
• Collaborate and work on Teams.
• Have excellent customer service orientation.
• Have strong organizational and time management skills.
• Be self-directed.
• Handle sensitive and confidential information.
• Be empathic and demonstrate respect and support of cultural awareness.
• Multi-task, work well under pressure, prioritize, and produce within deadlines.
• Develop standard business communications using proper grammar, spelling, and punctuation.
• Interpret and analyze physical and statistical data and prepare statements and reports.
• Read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.

EDUCATION AND EXPERIENCE:

The following requirements generally demonstrate possession of the minimum requisite knowledge and ability necessary to perform the duties of the position.

• A bachelor’s degree in business, law, social work, psychology, counseling, education, or related field with 3 years of increasing responsibility in professional administrative experience performing a variety of analytical functions, such as program or project management, fiscal analysis, and organizational development, preferably in a local government agency or legal background OR
• A master’s degree in business, law, social work, psychology, counseling, education, or related field with 1 years of increasing responsibility in professional administrative experience performing a variety of analytical functions, such as program or project management, fiscal analysis, and organizational development, preferably in a local government agency or legal background

OTHER REQUIREMENTS

• Bilingual in English and Spanish (speaking and writing) preferred but not required.
• Possession of a valid California Driver’s License and State automobile insurance.
• Full use of automobile or ability to provide for independent transportation.

WORK ENVIRONMENT:

The work environment characteristics described are representative of those an employee encounters in performing the essential functions of this job.

• Work is performed in the field and in an office environment.
• Manual dexterity for typing on a computer keyboard.
• Vision required to view computer monitor, read numbers and printed material.
• Mobility sufficient to reach, lift and transport files and other work material to work areas.
• Mobility sufficient to visit clients’ homes, community services provider’s sites and public meetings.