Freedom of Information (FOI) Program Coordinator - 61007776

State of South Carolina; Cayce (SC); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Excellent state benefits

Hybrid work option after 12 months

Job summary

The State of South Carolina's Department of Public Health is seeking an FOI Coordinator to manage freedom of information requests from intake to production of records, including redaction of PHI/PII. You will work under the FOI Director, coordinate with internal staff, and ensure timely responses while maintaining strict confidentiality.

Responsibilities include reviewing requests, clarifying scope, researching documents, communicating with requestors, and tracking program metrics.

Qualifications

• Knowledge of state laws and regulations governing management of public records access for South Carolina agencies.

Responsibilities

• Acknowledging requests.
• Reviewing and clarifying scope of requests.
• Conducting research as needed and identifying and obtaining responsive documents.
• Communicating with requestors and internal program staff throughout the process.
• Preparing and sending a variety of correspondence.
• Closing requests.
• Maintaining accurate documentation actions taken and tracking program metrics.
• Providing general administrative assistance (phones, emails) and supporting day-to-day FOI office operations.
• Coordinating and assisting with special projects and other duties as needed.

Skills

Public records knowledge

Organizational skills

Communication skills

Customer service

Problem solving

Time management

Attention to detail

Discretion/confidentiality

Stakeholder management

Independent worker

Team collaboration

Written and verbal communication

Education

Bachelor's degree in Public/Business Administration

Associate degree in Paralegal/Public Administration

Paralegal certificate

Tools

Microsoft Office

Adobe Acrobat

FOI software

Job description

Careers at DPH: Work that makes a difference!

Embracing Service, Inspiring Innovation, Promoting Teamwork, Pursuing Excellence, and Advancing Equity

Provides administrative support to Freedom of Information Office. Responsible for all aspects of responding to assigned freedom of information requests pursuant to applicable law, policy and procedures.

At the South Carolina Department of Public Health (“DPH”), you will do meaningful work contributing to our mission to protect, promote, and improve the health and well-being of everyone in South Carolina.

Consider joining the DPH Freedom of Information Office, where you will have the opportunity to work in a collaborative and supportive environment where people come first, where we encourage a healthy work-life balance, and where you will become part of a dedicated team of individuals who work at the state’s first stand-alone public health agency in 50 years.

This position serves as the FOI Coordinator and supports the agency in fulfilling a high volume of Freedom of Information (FOI) requests in accordance with state law.

Under the administrative direction of the FOI Director, this position is responsible for managing and processing assigned FOI requests from intake to production of responsive records, including the redaction of confidential information (PHI and PII) and ensuring the accuracy of all materials released.

The FOI Coordinator handles FOI requests of higher complexity, including those submitted by media outlets.

Specific responsibilities include acknowledging requests; reviewing and clarifying scope of requests; conducting research as needed and identifying and obtaining responsive documents; communicating with requestors and internal program staff throughout the process; preparing and sending a variety of correspondence; closing requests; and maintaining accurate documentation actions taken and tracking program metrics.

This role also provides general administrative assistance and support, including answering phones, emails, assisting internal/external clients, and supporting day-to-day FOI office operations. Coordinates and assists with special projects and other duties as needed.

Additional Knowledge, Skills, and Abilities

• Knowledge of state laws and regulations governing management of public records access for South Carolina agencies.
• Proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Teams) and familiarity with Adobe Acrobat for document redaction.
• Ability to use FOI program management software and track productivity metrics.
• Ability to analyze data and information to support decision-making and problem-solving.
• Ability to understand and apply agency policies, procedures, rules, regulations, and program services.
• Ability to work independently with minimal supervision as well as collaboratively within the FOI Office and internal stakeholders.
• Strong organizational and time-management skills to meet legal requirements and deadlines.
• Ability to use sound judgment, maintain discretion and comply with strict confidentiality requirements.
• Ability to adapt to quickly shifting priorities, manage multiple projects effectively, and take initiative to coordinate diverse administrative functions.
• Ability to establish and maintain effective working relationships with internal and external stakeholders.
• Strong written and verbal communication skills.
• Ability to manage a high volume of requests and deadlines while maintaining accuracy and attention to detail.
• Excellent customer service skills and the ability to interact professionally with individuals from diverse backgrounds, including members of the public, agency personnel, consultants, and other professionals.
• Knowledge of modern office practices, equipment, and procedures.
• A valid South Carolina driver’s license is required.

State Minimum Requirements

A high school diploma and relevant experience in business management, public administration, or administrative services or a bachelor's degree may be substituted for the required work experience.

Any equivalent combination of education and/or experience that demonstrates the required knowledge, skills, and abilities may be considered in meeting the minimum qualifications, subject to approval by the DPH Chief Human Resources Officer, or their delegate.

Applicants indicating college credit or degree(s) on the application may upload an unofficial copy of the transcript as an attachment to the application. Please note that the agency will require an official, certified copy of the transcript or diploma prior to hiring.

Institutions of Higher Learning must be recognized by the Council for Higher Education Accreditation.

• An associate degree in paralegal studies, public or business administration, administrative services, or a related field.
• A bachelor’s degree in public or business administration, administrative services, or a related field, or a paralegal certificate is highly desirable.

EEO: The Department of Public Health is committed to providing equal employment opportunities to all applicants and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions including, but not limited, to lactation), national origin, age (40 or older), disability, or genetic information.

REASONABLE ACCOMMODATION: Applicants needing accommodation for medical reasons or a sincerely held religious belief may submit a request for accommodation. A reasonable accommodation may be granted if it doesn't impose an undue hardship or pose a direct threat to the health and safety of others.

STATE DISASTER PLAN: In accordance with the State's Disaster Plan, which includes hazardous weather, Department of Public Health employees may be required to work in times of an emergency or disaster.

DRIVING RECORD: If this position requires the applicant to possess a valid driver's license to operate a state vehicle or personal vehicle, any applicant being considered in the final stages of selection for the position will be required to provide a certified copy of a 10-year driving record.

The South Carolina Department of Public Health offers an exceptional benefits package for FTE positions that includes:

• 15 days Annual (Vacation) Leave per year
• 15 days Sick Leave per year
• 13 Paid Holidays
• Paid Parental Leave
• Health, dental, vision, long-term disability, and life insurance for employees, spouse, and children. Click here for additional information.
• S.C. Deferred Compensation Program available (S.C. Deferred Compensation)
• Retirement benefit choices
  • State Retirement Plan(SCRS)
  • State Optional Retirement Program(State ORP)

*Enrollment in one of the listed plans is required for all FTE employees; please refer to the contribution section of hyperlinked retirement sites for the current contribution rate of gross pay.

Hybrid Work

The option to work partially remote or adjusted work hours may be available after 12 months of employment for approved positions.