Public Records Officer

New Jersey Office of Legislative Services
Dependent on experience and qualifications.
The Public Records Officer is a nonpartisan position within the House Administration that is responsible for managing the public records function for the House of Representatives, serving as the point of contact for all public records requests, and ensuring that the production of requested records is consistent with state and federal laws. This position leads a team of public records staff, involves supervisory responsibility, and requires strong organization skills and attention to detail.
Responsibilities

Manage House responses to the public records requests under the Washington State Public Records Act (chapter 42.56 RCW).
Manage and oversee the work of the public records office, which receives frequent complex requests.
Monitor, coordinate, and assign tasks or requests to public records staff and review completed requests before release.
Identify records and coordinate the production of public records with record holders to meet legal deadlines.
Serve as the primary point of contact with requestors and facilitate responses.
Review responsive records for redactions and withholding exemptions and apply redactions prior to release.
Search email archives for email communications responsive to requests.
Develop and implement procedures, guidelines, and control for storage, retrieval, tracking, and filing of active and inactive records; ensure records are maintained, disposed, or archived according to retention schedule.
Develop, implement, and maintain policies and procedures for public records requests.
Work with House Counsel in the development and delivery of training for members and staff on public records, record retention, and records management.
Evaluate, analyze, and make recommendations regarding public records requests and records management.
Respond to inquiries and requests from legislative members, staff, and the public (answering phones, emails, and face‑to‑face contacts) on public records and records management issues.
Serve as liaison with Leg‑Tech on software and other technical issues related to public records.
Use discretion to triage confidential and sensitive information.
Monitor and analyze changes to public records laws and regulations, either through legislation or case law and make recommendations for the implementation of policy and procedure updates to ensure compliance.
Multi‑task and prioritize tasks within competing deadlines, and be willing to work the long, irregular hours that are common during legislative sessions.
Qualifications

Option 1: Nine (9) years of professional experience working with public records and records management AND at least 2 years of experience supervising or managing a public records or related team.
Option 2: An associate’s degree in business, public administration, program management, human resources or closely allied field AND seven (7) years of professional experience working with public records and records management AND at least 2 years of experience supervising or managing a public records or related team.
Option 3: A bachelor’s degree in business, public administration, program management or closely allied field AND five (5) years of professional experience working with public records and records management AND at least 2 years of experience supervising or managing a public records or related team.
Option 4: An advanced degree in business, public administration, program management, or closely allied field or a juris doctor degree AND three (3) years of professional experience working with public records and records management AND at least 2 years of experience supervising or managing a public records or related team.
Desirable/Preferred Qualifications

Certified Public Records Officer from the Washington Association of Public Records Officers (WAPRO) or Certified Records Manager certification from the Institute of Certified Records Managers (ICRM).
Project management certification and/or training skills, and experience.
Experience providing records management services to include records scheduling and inventory.
Knowledge of information governance principles/practices; general understanding of information technology.
Experience working with elected officials, the Washington State Legislature or other comparable environment is desirable.
Note: Diverse backgrounds in education and experience could be successful in this role and will be considered. Candidates with any combination of experience that demonstrates the ability to perform the work will be considered.
Benefits

Employee benefits include vacation and sick leave; paid state holidays; health, life, and other optional insurance; retirement; social security; and military leave.

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