Public Records & Appeals Administrator

Golden Gate Regional Center (GGRC); San Francisco (CA); On-site; USD 63,000 - 76,000; Full time

Benefits offered by this job

Medical and Dental benefits

403(b) retirement contributions

Generous time off

Job summary

Golden Gate Regional Center (GGRC) is seeking a Records Compliance and Appeals Coordinator to oversee CPRA requests, develop records management policies, and support appeals with high confidentiality. The role involves HIPAA safeguards, data analysis, and collaboration across departments in the San Francisco Bay Area.

Responsibilities include processing public records requests, redacting sensitive information, maintaining logs, and preparing for audits.

Qualifications

• Bachelor’s degree in public policy, public administration, political science, or a related field. Master’s degree is preferred.
• Records Manager Certification is highly desired.
• Minimum of five (5) years of progressively responsible administrative or analytical experience in program management, policy analysis, or compliance.
• Experience responding to CPRA or equivalent public records legislation is highly preferred.
• Familiarity with government operations, transparency laws, and compliance requirements.
• Experience working with legal or compliance departments is preferred.
• Experience in the regional center system is a plus.

Responsibilities

• Serve as the main point of contact for all public records requests.
• Track, analyze, and respond to requests in compliance with CPRA, legal requirements, and internal policies.
• Coordinate with departments to access and compile electronic and physical records.
• Redact records and maintain appropriate redaction and exemption logs.
• Manage high-volume requests professionally and in a timely manner.
• Utilize computer systems and software relevant to request processing.
• Assist departments in preparing for internal audits related to public records.
• Develop, implement, and update policies and procedures related to records management and transparency compliance.
• Ensure alignment with federal, state, and local requirements.
• Conduct regular reviews to monitor and improve the effectiveness of programs using data and performance benchmarks.
• Facilitate and maintain data for technical reports and summaries to inform leadership and support process improvement.
• Maintain and update HIPAA policies and procedures, ensuring appropriate safeguards.
• Stay informed on changes to HIPAA and relevant state laws; recommend and implement updates accordingly.
• Provide HIPAA security training to workforce members to ensure understanding and compliance.
• Train staff on CPRA and best practices for records management and privacy compliance.
• Communicate effectively with requestors, legal counsel, and internal stakeholders to ensure timely responses.
• Maintain positive and collaborative working relationships across departments.
• Ensure good attendance, punctuality, and adherence to agency policies.
• Facilitate the coordination of appeals by compiling required documentation and preparing appeal packets.
• Provide backup coverage for the Sr. Appeals and Complaints Analyst; participate in appeal coordination meetings and trainings to develop proficiency in mediation and hearing processes.
• Manage the uploading of confidential appeal documents to GGRC electronic records and the Office of Administrative Hearings (OAH) systems.
• Maintain files and databases for both CPRA and Appeals; perform routine analyses of data for internal reports and trend tracking.
• Support internal departments in preparing for audits and assist in process improvement initiatives during periods of variable workload.
• Compose and prepare specialized correspondence and respond to internal/external inquiries regarding records or appeal status.
• At the direction of the Sr. Appeals and Complaints Analyst provide cross functional support and coordination when responding to 4731, Whistleblower, Citizen, Early Start, Vendor, and any other complaints.
• Perform other related duties as assigned.
• Maintain all client information as confidential in compliance with HIPAA and the California Lanterman Act.

Skills

Self direction

Analytical thinking

Time management

Policy development

Discretion

Collaboration

Organizational skills

Education

Bachelor's degree in public policy/public administration/political science

Master's degree preferred

Records Manager Certification desirable

Tools

MS Word

MS Excel

MS PowerPoint

MS Outlook

Internal records system

Job description

Golden Gate Regional Center (GGRC) is seeking a Records Compliance and Appeals Coordinator to oversee CPRA requests, develop records management policies, and support appeals with high confidentiality. The role involves HIPAA safeguards, data analysis, and collaboration across departments in the San Francisco Bay Area.

Responsibilities include processing public records requests, redacting sensitive information, maintaining logs, and preparing for audits.