Public Records Analyst

City of Cleveland; Cleveland (OH); On-site; USD 42,000 - 62,000; Full time

Job summary

The City of Cleveland is seeking a Public Records Analyst to coordinate the management and fulfillment of public records requests and oversee records retention. The role requires working under the Public Records Manager, exercising independent judgment, and ensuring compliance with legal and policy standards.

The position involves reviewing records, redacting where required, communicating with requesters and attorneys, and maintaining familiarity with the City’s data portals and sunshine laws.

Qualifications

• Must read, comprehend, and review records for accuracy and relevance.
• Strong organizational, proofreading, research, and written communication skills are required.
• Must manage multiple records requests and meet deadlines; communicate effectively with City employees, attorneys, requesters, and the public.

Responsibilities

• View or listen to graphic reports, audio and video recordings related to crimes and process requests.
• Identify deficiencies in requests and assist with clarification.
• Maintain familiarity with the City’s Open Data Portal and public datasets; pursue professional development.
• Release documents to requesters weekly and respond to inquiries from city staff and the public.
• Coordinate with Records Retention Schedule and custodians of records to route requests.

Skills

Reading comprehension

Organizational skills

Proofreading

Research

Written communication

Attention to detail

Multitasking

Communication

Independent judgment

Education

Bachelor’s Degree in Library Science, Information Science, Legal Studies, Public Administration, Criminal Justice

Associate’s Degree in Paralegal Studies, Legal Studies, Library Science, Information Science

Two years of full-time paid related experience

Equivalent combination of education, relevant certification, and paid experience

Tools

Microsoft Office

Public records software

Job description

Public Records Analyst

Technical records management position responsible for coordinating public records request management and fulfillment and records retention for the City of Cleveland. Works under the direct supervision of the Public Records Manager with the opportunity to exercise independent judgment in performing assigned duties. Work is reviewed for conformity to legal, policy, and professional standards. Performs general office support and highly confidential, technically-skilled clerical work.

Typical Tasks:

• View or listen to graphic reports, audio and video recordings and visual depictions related to crimes. Receive records requests from the public and internally. Review assigned requests for legal sufficiency as a proper records request. Identify any deficiencies, convey them directly to requesters and assist with clarification.
• Be familiar with the City’s Records Retention Schedule. Identify department(s) that are the custodian of the requested records and route the request(s) accordingly. Monitor assigned requests and confirm responsive records have been uploaded.
• Review documents, audio, video, and body camera footage for required redactions in compliance with state and federal law. Completes necessary redactions, proofread work. Consult with public records attorneys regarding the legal basis to redact or withhold as needed. Consult with attorneys for review of records, as needed.
• Monitor communications with requesters and provide timely responses. Release documents to requesters, fully or on a rolling basis, every week and respond to telephone calls, emails and messages from requesters, City employees and members of the public.
• Maintain familiarity with assigned requests, the City’s Open Data Portal and be knowledgeable about publicly available datasets. Attend training and actively pursue professional development to keep current with the Ohio Sunshine Laws.

Qualifications:

Bachelor’s Degree in Library Science, Information Science, Legal Studies, Public Administration, Criminal Justice, or a closely related field from an accredited four year college or university is required.

(Substitution: Associate’s Degree in Paralegal Studies, Legal Studies, Library Science, Information Science, or a closely related field; OR two years of full-time paid related experience; OR an equivalent combination of education, relevant certification, and paid experience may substitute for the Bachelor’s Degree requirement.)

• Must have the ability to read, comprehend, and review records for accuracy, completeness, and relevant information.
• Strong organizational, proofreading, research, written communication, and attention-to-detail skills are required.
• Must have the ability to manage multiple records requests, maintain accurate records, meet established deadlines, and communicate effectively with City employees, attorneys, requesters, and members of the public.
• Must have the ability to maintain sensitive and confidential information and to review graphic reports, audio and video recordings, body camera footage, and visual depictions related to crimes.
• Must maintain knowledge of assigned public records requests, the City’s Open Data Portal, publicly available datasets, and applicable Ohio Sunshine Laws. Must attend required training and maintain current knowledge of public records laws, procedures, and practices.
• Proficiency with Microsoft Office and comparable software.
• Must possess the ability to learn records management and public records software.
• Exercises independent judgment.

The City’s guiding principles are as follows: Placing Clevelanders at the Center, Empowering Employees to Do Purposeful Work, Defining Clear and Pragmatic Objectives, Leading with Trust and Transparency, Striving for Equity in All We Do, and Embracing Change. All City employees are responsible for embracing and carrying out these principles in all that they do.