Records Administrator-Legal

Records Administrator

This job opportunity is in the MDPS Legal Department, PEARL, MS, in RANKIN COUNTY. The Records Administrator is responsible for managing, coordinating, and processing public records requests in accordance with applicable state laws, agency policies, and legal requirements. This position serves as a central point of contact for requests submitted under public records laws and ensures timely, accurate, and legally compliant responses.

The Records Administrator works closely with legal counsel, agency leadership, program areas, and records custodians to locate, review, organize, and provide responsive records while maintaining confidentiality and protecting sensitive information.

Essential Functions

• Receives, reviews, tracks, and coordinates responses to public records requests submitted to the agency.
• Serves as the primary liaison between requestors, agency divisions, records custodians, and the Legal Department regarding public records matters.
• Reviews requests to determine scope, applicable deadlines, required records, and appropriate routing for response.
• Coordinates with internal departments to identify, collect, and compile responsive documents, reports, correspondence, electronic records, and other requested materials.
• Assists legal staff with reviewing records for compliance with applicable laws, exemptions, confidentiality requirements, and agency policies prior to release.
• Maintains accurate tracking systems for all public records requests, including request dates, status updates, correspondence, responses, fees, and final disposition.
• Prepares acknowledgment letters, status updates, correspondence, and final response documentation for public records requests.
• Ensures records are properly organized, maintained, retained, and accessible in accordance with records management requirements.
• Assists in developing and maintaining procedures, guidelines, and standard operating practices related to public records requests.
• Provides guidance to agency personnel regarding records request procedures, documentation requirements, and compliance expectations.
• Maintains confidentiality and exercises discretion when handling sensitive, confidential, investigative, personnel, legal, or protected information.
• Assists with audits, reporting requirements, and documentation reviews related to public records compliance.

What you'll need to be successful

Mississippi Public Records Act and related public disclosure knowledge. Records management principles, retention requirements, and document control practices. Strong organizational skills.