Records Management Associate Jobs in Gilbert, AZ

The Public Records Coordinator manages, processes, and fulfills requests for public information within the SOS PRR Program. They ensure legal compliance with freedom of information and public records statutes, coordinate document retrieval across departments, and redact sensitive or exempt information before public release. Manages public records requests, ensures compliance with Arizona Revised Statutes and state retention schedules, tracks subpoenas, and coordinates document archiving or redaction. This position serves as the primary point of contact for public information requests and ensures timely, accurate, and legally compliant disclosure of government records while safeguarding confidential, protected, and exempt information.

This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures.

The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State's Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.

• Receive, review, track, and coordinate responses to public records requests from citizens, media organizations, attorneys, government entities, and other stakeholders.
• Coordinate with internal departments, IT, or legal teams to locate and gather responsive records
• Evaluate documents for disclosure eligibility, applying legal exemptions and redacting confidential information
• Consult with legal counsel, agency leadership, and subject matter experts regarding complex records requests and disclosure decisions.
• Communicate with requesters regarding request scope, timelines, fees, and records availability.
  

Knowledge of:

• General knowledge of Arizona state government and duties of Secretary of State
• General knowledge of Secretary of State services and computer software applications
• Federal and Arizona election laws and procedures
• Public record law and retention schedules
• Local and communities, politics, and organizations
• The methods and means of collecting and evaluating data.
• Comprehensive knowledge of Microsoft products, including Windows, Word, Outlook, Excel, Notes and PowerPoint
• Performance Management (PM), and Continuous Quality Improvement (CQI) and Lean methodologies.
  

Skilled in:

• Can deliver excellent customer service via diverse delivery mediums, including in-person, telephone and electronic
  
• Strong team mentality with a devotion to both division and agency success
  
• Developed interpersonal, written, and oral communication skills
  
• Public speaking and presentation skills with an ability to cater to various audiences
  
• Skilled at developing and executing goals, while effectively and efficiently utilizing all resources to meet deadlines
• Can develop and implement new processes and procedures

Ability to:

• Balance, prioritize and organize multiple tasks
• Plan for projects and delegate tasks as needed
  
• Work collaboratively in teams and across organizations
  
• Synthesize feedback and adjust plans accordingly
  
• Build strong relationships inside and outside the organization
  
• Resolve incidents/problems efficiently and effectively, recognizing customers' competence levels, and able to approach each level appropriately
  
• Support a diverse multi-cultural workforce that reflects the community, promotes equal opportunity at all levels of public employment, and creates an inclusive work environment that enables all individuals to perform to their fullest potential free from discrimination.

Associate's degree in public administration, Legal Studies, Business Administration, Library Science, Records Management, or a related field; or an equivalent combination of education, training, and relevant experience.

If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver's License Requirements.

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

• Sick leave
• Vacation with 10 paid holidays per year
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance
  

By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.

Learn more about the Paid Parental Leave program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

State employees are required to participate in the Arizona State Retirement System (ASRS), the State sponsored retirement contribution plan and the Long-Term Disability (LTD) program after a 27-week waiting period. The ASRS defined benefit plan provides for life-long income upon retirement. You will also have the option to participate in a voluntary deferred compensation program to take advantage of tax-deferred retirement investments.
On, or shortly after, your first day of work you will be provided with additional information about the available insurance plans, enrollment instructions, submission deadlines and effective dates.

The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.