Public Records Specialist

Commonwealth of Massachusetts; Boston (MA); On-site; USD 36,000 - 49,000; Full time

Job summary

The Office of the Secretary of the Commonwealth seeks a Public Records Specialist for the Public Records Division to administer the Massachusetts Public Records Law. The role supports the Supervisor and Division staff in processing appeals and issuing determinations.

Responsibilities include managing a caseload of appeals, coordinating with attorneys, mailing determinations, and handling routine duties such as calls, emails, and trainings across the Commonwealth.

Qualifications

• Ability to organize information.
• Proficiency in balancing multiple assignments.
• Ability to write succinctly.

Responsibilities

• Assist in opening administrative appeals pertaining to the Public Records Law
• Manage a case load of appeals and draft determinations concerning compliance with the Public Records Law
• Coordinate with the Supervisor, attorneys, and other legal staff to facilitate closing appeals
• Mail acknowledgment letters, determinations, and other material on a regular basis
• Perform administrative duties including answering phone calls, responding to emails, and coordinating Public Records Law trainings throughout the Commonwealth

Skills

Organize information

Multitask management

Concise writing

Job description

ABOUT THIS POSITION

The Office of the Secretary of the Commonwealth of Massachusetts is seeking candidates for a Public Records Specialist with the Public Records Division. The Public Records Division (Division) administers the updated Massachusetts Public Records Law. Under the Supervisor of Records (Supervisor), the Division processes and issues determinations on appeals from requestors denied access to government records; responds to questions involving the interpretation of public records related laws; and provides trainings on the Public Records Law throughout Massachusetts. The Public Records Specialist will work in fast-paced, deadline driven environment and will be responsible for providing support to the Supervisor, Staff Attorneys and Division in administering the Massachusetts Public Records Law.

REPRESENTATIVE TASKS

• Assist in opening administrative appeals pertaining to the Public Records Law


• Manage a case load of appeals and draft determinations concerning compliance with the Public Records Law


• Coordinate with the Supervisor, attorneys, and other legal staff to facilitate closing appeals


• Mail acknowledgment letters, determinations, and other material on a regular basis


• Perform administrative duties including answering phone calls, responding to emails, and coordinating Public Records Law trainings throughout the Commonwealth

About us

The Secretary of the Commonwealth's office comprises 23 departments across 19 locations around Massachusetts.

As the third-ranking constitutional officer in Massachusetts, the Secretary of the Commonwealth serves as the chief election officer, chief information officer, and chief securities regulator in Massachusetts. Additionally, the office is charged with registering business entities and lobbyists, distributing grants for historic preservation, safeguarding the state's public records and artifacts, and much more.

Whatever your background or area of interest, there is a place for you at the Secretary of the Commonwealth's office.

Statement of Diversity and Anti-Discrimination

The Office of the Secretary of the Commonwealth is an Equal Opportunity Employer. As a representative of the Commonwealth and its residents, the Office strives to ensure that those working in our office reflect the diversity of the communities we serve. The Office encourages applicants from a broad spectrum of backgrounds to apply for positions. It is the policy of The Office of the Secretary of the Commonwealth to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law.

Disability Accommodation

Qualified individuals with disabilities are encouraged to apply. We will gladly assist applicants in need of an accommodation. For assistance, contact ADA Coordinator Rebecca Murray at 617-878-3107 or [e-mail]

Covid-19 Vaccination Requirement for Employment

As a condition of employment, successful applicants will be required to have received COVID-19 vaccination or an approved exemption as of their start date. Details relating to demonstrating compliance with this requirement will be provided to applicants selected for employment. Applicants who receive an offer of employment who can provide documentation that the vaccine is medically contraindicated or who object to vaccination due to a sincerely held religious belief may make a request for exemption.

This position is not eligible for remote work.

Total Compensation

As an employee of the Commonwealth of Massachusetts, you are offered a great career opportunity to influence a wide spectrum of services to the diverse populations we serve - but it's more than a paycheck. The State's total compensation package features an outstanding set of employee benefits that you should consider towards your overall compensation, including:

• 75% state paid medical insurance premium


• Reasonable Dental and Vision Plans


• Flexible Spending Account and Dependent Care Assistance programs


• Low cost basic and optional life insurance


• Retirement Savings: State Employees' Pension and a Deferred Compensation 457(b) plan


• 12 paid holidays per year and Sick, Vacation, and Personal Time


• Tuition benefits for employee at state colleges and universities


• Short-Term Disability and Extended Illness program participation options


• Incentive-based Wellness Programs


• Professional Development and Continuing Education opportunities


• Qualified Employer for Public Service Student Loan Forgiveness Program

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• Ability to organize information


• Proficiency in balancing multiple assignments


• Ability to write succinctly

Job Title

Unclassified

Agency

Secretary of State

Schedule

Full-time

Shift

Day

Job Posting

Oct 16, 2026, 5:41:27 PM

Number of Openings

1

Salary

42,500.00 - 42,500.00 Yearly

If you have Diversity, Affinitive Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator : Rebecca Murray - 6178783107

Potentially Eligible for a Hybrid Work Schedule : No