Position Overview:

Under general direction, the Public Records Specialist performs varied administrative and analytical work in the development, implementation, and administration of ensuring the regional center’s compliance with their California Public Records Act (“CPRA”) obligations under the Disability Equity, Transparency, and Accountability Act of 2024 (Assembly Bill 1147).

Role Description:

This role will be responsible for responding to public records requests for the center. The ideal candidate will possess strong analytical skills, excellent communication abilities, and attention to detail. The position will deal with confidential and sensitive information and must be able to do so with tact and discretion.

Essential Duties and Responsibilities:

The essential duties of the position include but are not limited to:

• Prepare comprehensive technical records and reports.
• Ensure compliance with federal, state, local, and funding agency requirements.
• Manage public records requests effectively by using computer systems, software applications relevant to work performed, and modern business equipment.
• Act as the main point of contact for public records requests received by the center.
• Track and respond to all public records requests in compliance with the CPRA, and any other legal requirements or departmental policies.
• Partner with technical staff to access records in electronic file formats.
• Coordinate with various departments to gather and compile records responsive to requests.
• Redact records and prepare appropriate redaction and exemption logs.
• Manage voluminous requests with professionalism and timeliness.
• Communicate effectively with requestors and collaborate with the legal department, and other necessary parties to coordinate timely and appropriate responses.
• Performs related duties as assigned.

Working Conditions:

Position requires the ability to work independently. Must possess mobility to work in a standard office setting and use standard office equipment, including a computer. Work is performed in an office setting with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may encounter upset individuals over the phone and/or in person.

Qualifications:

Preferred Knowledge of:

• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned areas of responsibility including, but not limited to the Conflict of Interest Code, and the CPRA.
• Organization and management practices of public agencies.
• Principles, practices, and procedures related to public agency record keeping.
• English including spelling, grammar, punctuation, and vocabulary.
• Methods and techniques of research, analysis, report preparation, and presentation.
• Principles and practices of public sector budgeting and finance.
• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.

Ability to:

• Ensure CPRA compliance within the regional center.
• Coordinate maintenance of the center’s records.
• Prepare, organize, and present reports, articles, and related informational material.
• Handle sensitive and confidential information.
• 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.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely both orally and in writing
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Experience And Education

Any combination equivalent to experience and education that would likely provide the relevant knowledge, and abilities would be qualifying. Generally, this will require:

Experience

Six (6) years of professional administrative experience preferably in a government agency. Paralegal experience preferred.  Experience with developing policy and research preferred.

Education

• Possession of a bachelor’s degree with major coursework in business or public administration, political science, or a related field.

EEO: M/F/D/V