RECORDS PROGRAM ADMINISTRATOR

AZ State Jobs; Phoenix (AZ); On-site; USD 62,000 - 83,000; Full time

Benefits offered by this job

Vacation days and sick days

Parental leave

Retirement program

Transit subsidy

Job summary

ARIZONA DEPARTMENT OF CORRECTIONS, REHABILITATION & REENTRY seeks a Records Program Administrator to oversee the Public and Master Records office, ensuring compliant handling of records requests from the public and inmates. The role emphasizes team supervision, process streamlining, and quality control within state regulations.

The ideal candidate has a Paralegal degree/certification and/or a Bachelor’s in Public Administration or Information Management, with experience in records management and

Qualifications

• Paralegal degree/certification required or preferred.
• Bachelor's degree in Public Administration, Information Management, or related field preferred.
• Experience supervising a records unit is desirable.

Responsibilities

• Oversees daily operations of the Public and Master Records office.
• Ensures timely and compliant processing of all records requests.
• Manages receipt, review, and response to records requests per laws and policies.
• Supervises staff, provides training, and conducts performance evaluations.

Skills

Leadership

Written communications

Time management

Staff development

Problem solving

Education

Paralegal degree/cert.

Bachelor's in Public Admin / Information Mgmt

Tools

ACIS

Job description

ARIZONA DEPARTMENT OF CORRECTIONS, REHABILITATION & REENTRY

Our mission is to enhance public safety across Arizona through modern, effective correctional practices and meaningful engagements.
The Arizona Department of Corrections, Rehabilitation and Reentry (ADCRR) is committed to creating a safe, secure, and humane correctional system. With public safety top of mind, ADCRR and its more than 8,000 officers and professional staff are driven by a heart for public service and a commitment to deliver perfect effort each day. ADCRR is redefining itself as an agency whose daily work centers on transparency, accountability, and fairness.

RECORDS PROGRAM ADMINISTRATOR

Job Location:

Address:

701 East Jefferson Street
Phoenix, Arizona 85034

Posting Details:

Salary: $72,600.00
Grade: 23
Closing Date: 10/15/26

Job Summary:

Do you have experience supervising a team in government records management? Do you have a Paralegal Degree and/or Certificate? Join our team of legal professionals. The Arizona Department of Corrections, Rehabilitation, and Reentry (ADCRR) is seeking a public records expert to fill the Records Program Administrator position. The Records Program Administrator is responsible for overseeing and managing the operations of the public, and Master Records office. Ensuring that the department efficiently responds to requests for records from the members of the public in compliance with federal, state, and departmental regulations. This position is primarily focused on managing the team, streamlining processes, and ensuring quality control.

Job Duties:

• Oversees the daily operations of the Public and master records office
• Ensures that all requests for department records are processed in a timely and compliant manner
• Manages the receipt, review, and response to requests for records, ensuring adherence to relevant laws, regulations, and department policies
• Supervises staff in the unit, providing guidance, training, and performance evaluations through the Managing Accountability and Performance System or a similar system
• Ensures staff are adequately trained and maintain high levels of accuracy and compliance in fulfilling public and inmate records requests and subpoenas
• Conducts second-level reviews of staff work, ensuring that documents are properly redacted and compliant with applicable legal standards before public release
• Serves as the point of contact for internal and external stakeholders, ensuring clear communication and coordination on complex or sensitive requests
• Maintains and organizes both electronic and physical records, ensuring accurate tracking and reporting of requests for records
• Ensures compliance with all legal requirements, including records retention, redaction processes, and reporting obligations
• Attends meetings and training classes, prepares various reports, and reconciles payments for document preparation and copies
• Drives on State business
• Performs other duties appropriate to the assignment

Knowledge, Skills & Abilities (KSAs):

Knowledge of:

• State and Federal Laws and ADCRR department policies and procedures
• Adult Correctional Information System (ACIS)
• Comprehensive understanding of public and inmate records laws, regulations, and departmental policies
• Records management systems, including retention schedules and redaction requirements
• Familiarity with data privacy laws and procedures for protecting sensitive information
• Supervisory practices, employee training, and performance evaluation processes

Skill in:

• Leadership and team management, including training, mentoring, and performance management
• Written and verbal communications
• Maintaining relationships with internal and external stakeholders
• Advanced organizational and time management to handle multiple records requests and priorities
• Analyzing complex requests and applying appropriate legal and departmental standards
• Problem-solving and decision-making in a fast-paced environment

Ability to:

• Manage and develop staff, ensuring compliance with all legal and departmental standards
• Interpreting and apply laws, codes, and department policies to public records requests
• Work under tight deadlines, prioritize tasks, and maintain attention to detail
• Handle sensitive and confidential information with discretion

Selective Preference(s):

• Experience in records management or public access operations, with at least 2 years in a supervisory role
• Paralegal Degree and/or Certificate
• Bachelor's degree in Public Administration, Information Management, or a related field

Pre-Employment Requirements:

Employment is contingent on the selected applicant passing a background investigation.

If this position requires driving or the use of a vehicle as an essential function of the job, then the following requirements apply. Any employee operating a motor vehicle on State business must possess and retain a current, valid class-appropriate driver's license, complete all required training, and successfully pass all necessary driver's license record checks. The license must be current, unexpired, and neither revoked nor suspended. Employees who drive on state business are subject to driver's license record checks, must maintain acceptable driving records, and must complete all required driver training. An employee who operates a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) R2-10-207.11).

In an effort to maintain a safe environment, all employees are required to take a Tuberculosis (TB) test during their New Employee Orientation and every year thereafter.

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Benefits:

We offer an excellent and affordable comprehensive benefits package to meet the needs of our employees:

• Vacation and sick days with 10 paid holidays per year
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
• Robust and affordable insurance plan to include medical, dental, life, short-term and long-term disability options
• Exceptional retirement program
• Optional employee benefits such as deferred compensation plans, credit union membership, and a wellness program
• An incentivized commuter club and public transportation subsidy program

Retirement:

Positions in this classification participate in the Arizona State Retirement System (ASRS). Enrollment eligibility will become effective after 27 weeks of employment.

Current ADCRR Employees: Consult with your respective Human Resources Liaison if you are in a different retirement plan than the one indicated above.

Contact Us:

The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by calling [phone]. Requests should be made as early as possible to allow sufficient time to arrange the accommodation.