RECORDS MANAGEMENT SPECIALIST

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The Arizona Department of Corrections, Rehabilitation, and Reentry (ADCRR) is seeking a legal expert to fill the Records Management Specialist position. The Records Management Specialist performs advanced and complex professional-level work in the management, review, and release of highly sensitive departmental records. Serves as a subject matter expert and is cross-trained to operate within both the Public Records Office and the Master Records unit. Ensures the lawful, accurate, and timely provision of Department records to the general public, legal counsel, law enforcement agencies, courts, and media outlets. Also ensures strict compliance with Federal statutes, state statutes, and Department Orders.

- Manages the gathering, reviewing, and preparation of complex documents, audio recordings, video files, and other electronic media maintained by the Department
- Applies advanced redaction protocols and legal review standards to ensure accurate and legally sufficient record disclosures
- Serves as a liaison with internal divisions, legal counsel, law enforcement agencies, courts, and external stakeholders regarding records requests and compliance matters
- Maintains and monitors a tracking system for assigned public records requests, managing cases from receipt through final disposition
- Provides status updates and detailed reports to leadership regarding workload, deadlines, and compliance timelines
- Responds to inquiries regarding records requests and provides technical guidance on records release procedures
- Establishes, processes, and maintains official inmate master record files, ensuring accuracy, completeness, and compliance with records retention schedules
- Researches, compiles, retrieves, and analyzes offender file documentation to support court proceedings, subpoenas, internal investigations, and agency operations
- Acts as a resource to Correctional Records Clerk I and II staff and may provide training or technical guidance on records procedures and compliance requirements
- Performs other duties as assigned in support of Master Records and Public Records operations
- Drives on State business

Knowledge of:
- Arizona Revised Statutes, including ARS 31-221 and applicable public records laws
- Court procedures related to subpoenas and court-ordered releases
- Records retention schedules and archival standards
- Redaction standards and confidentiality requirements (including protected and sensitive information)
- Department Orders, policies, and institutional procedures
- Legal terminology and records management best practices
- Arizona Correctional Information System (ACIS), Google Suite, and specialized redaction software
- Redaction protocols and procedures to ensure legally sufficient releases

Skill in:
- Analyzing and interpreting statutes, regulations, and court documents
- Reviewing complex records for accuracy and legal sufficiency
- Operating the Arizona Correctional Information System (ACIS) or comparable offender management systems
- Utilizing Google Workspace and records management or redaction software
- Organizing and prioritizing multiple high-volume requests under strict deadlines
- Preparing clear, concise written correspondence and reports

Ability to:
- Lift/carry approximately 40 lbs.
- Push/pull approximately 40 bls.
- Walk/run approximately .7 miles
- Exercise independent judgment in determining appropriate release or restriction of sensitive information
- Maintain strict confidentiality and safeguard protected information
- Communicate effectively with attorneys, courts, law enforcement, media representatives, and executive leadership
- Manage competing priorities in a deadline-driven environment
- Provide technical guidance and support to staff
- Adapt to changing legal and operational requirements

- Paralegal Degree and/or Certificate
- Experience performing administrative work in a criminal justice or law office environment

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).

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

Learn more about the Paid Parental Leave program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

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.

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 (602) 255-2430. Requests should be made as early as possible to allow sufficient time to arrange the accommodation.