RECORDS ANALYST

POSITION OVERVIEW

Under general direction, the Records Analyst performs varied administrative and analytical work in the development, implementation and administration of a wide range of programs aimed at 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).  

This role will be responsible for responding to public records requests for the center. This position will also assist with developing, implementing, and updating policies and procedures related to records management. 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.

ESSENTIAL FUNCTIONS

• Acts as the main point of contact for public records requests received by the center.
• Interprets and applies Public Records Act (PRA) laws, statutes, and regulations to determine what can be legally released. 
• Manages agency records and document maintenance effectively by using computer systems, software applications relevant to work performed, and modern business equipment. 
• Tracks and responds to all public records requests in compliance with the CPRA, and any other legal requirements or departmental policies.
• Ensures compliance with federal, state, local, and funding agency requirements. 
• Partners with technical staff to access records in electronic file formats.
• Coordinates with various departments to gather and compile records responsive to requests.
• Redacts records and prepare appropriate redaction and exemption logs.
• Manages voluminous requests with professionalism and timeliness.
• Communicates effectively with requestors and collaborate with the legal department, and other necessary parties to coordinate timely and appropriate responses.
• Trains other staff in the CPRA and records management best practices. 
• Attends meetings and seminars relating to Public Records Act and documentation management.
• Makes recommendations regarding productivity, policy or procedure modifications; assist with the implementation of procedural, administrative, or operational changes after approval; prepare comprehensive technical records and reports.
• Helps develop and standardize procedures and methods to improve and continuously monitor the effectiveness of assigned programs; identify opportunities for improvement.
• Supports effective and efficient business practice.
• Maintains positive business relationships, confidentiality, good attendance, punctuality, and acts in accordance with all company policies and procedures.
• This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

MINIMUM QUALIFICATIONS

• Sufficient education, training, and experience to successfully perform duties. A typical way of obtaining the required qualifications is Equivalent to completion of the twelfth grade is required.  Completion of college-level course work related to area of assignment is desirable. Possession of a bachelor’s degree with major coursework in business or public administration, political science, or a related field is a plus.
• Three (3) years of increasingly responsible professional administrative experience performing document management functions overseeing the receiving, logging, evaluation, and timely response to public records requests. 
• 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. Principles, practices, and procedures related to public agency record keeping.
• Proficient in English including spelling, grammar, punctuation, and vocabulary.
• Methods and techniques of research, analysis, report preparation, and presentation.
• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
• Ability to lead and direct CPRA compliance within the regional center.\
• 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, using appropriate English grammar and syntax. 
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Must have a valid CA driver’s license, reliable vehicle, and vehicle insurance.

TRAVEL REQUIREMENTS

• Must have the ability to travel within CVRC’s six-county-wide region as assigned or required.

WORKING CONDITIONS 

Professional office environment. Noise level in the office is low to moderate depending on area. Individual workspace is assigned and varies from open cubicle to private office. 

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Manual dexterity for typing on a computer keyboard. Specific vision abilities including close vision, distance vision, depth perception, and ability to adjust focus 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. Sitting for extended periods of time.