Records Access Officer

Apply now Job no: 557766 ·
Work type: Management (MPP) ·
Location: Chancellor's Office ·
Categories: MPP, Administrative, At-Will, Full Time

Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. The CSU Chancellor’s Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation’s largest and most diverse system of higher education.

Anticipated salary hiring range is up to $110,000 per year, commensurate with qualifications and experience.

Flexibility to telecommute two days a week, with three days on‑site at the main headquarters in Long Beach, California. This 3/2 hybrid position requires in‑person work at the Chancellor’s Office three days per week and remote work two days per week, with additional in‑person dates as needed at management’s discretion.

• Receive PRAct requests submitted by any method; independently log, track, and manage requests in a centralized system to ensure compliance with statutory deadlines.
• Review requests to assess scope, complexity, sensitivity, and potential exemptions; prepare and issue required acknowledgments and initial responses within statutory timelines.
• Communicate directly with requestors, as appropriate, to clarify ambiguous or overly broad requests, assist in identifying responsive records, and recommend reasonable narrowing consistent with the University’s duty to assist.
• Notify and coordinate with University Counsel, Strategic Communications, university leadership, labor relations, and other stakeholders regarding sensitive, high‑profile, or complex requests.
• Identify and coordinate with campus and Chancellor’s Office records custodians to locate and obtain potentially responsive records.
• Establish search parameters and Boolean terms for IT‑conducted searches of electronic systems and repositories; coordinate retrieval of electronic and hard‑copy records.
• Collect, organize, and independently review responsive records to determine responsiveness and applicability of statutory exemptions under the PRA and related laws.
• Apply sound judgment in determining disclosure, redaction, or withholding of records; accurately apply red actions to protect confidential, sensitive, or privileged information.
• Consult with University Counsel on complex, novel, or high‑risk matters, including issues involving privilege, deliberative process, personnel, or other sensitive records.
• Prepare records for disclosure in approved formats, ensuring preservation of red actions, procedural compliance, and integrity of disclosed materials.
• Coordinate advance notice to employees, third parties, Strategic Communications, and leadership when required or advisable prior to disclosure.
• Draft and transmit disclosure correspondence and responsive records promptly and reasonably in accordance with statutory and institutional requirements. When disclosure will occur over an extended period, provide records on a rolling basis to demonstrate good‑faith compliance.
• Maintain complete and accurate documentation of request processing, including searches conducted, exemptions asserted, and records disclosed.
• Monitor and update PRA logs through final disclosure or closure to ensure accurate reporting and recordkeeping.
• Coordinate with the Chancellor’s Office and other CSU campuses on systemwide or multi‑campus requests to ensure consistency and compliance.
• Assist in developing and refining internal protocols, templates, and best practices for public records access and compliance.
• Perform related duties as assigned in support of the University’s transparency and records access obligations.
• Other duties as assigned.

• Bachelor’s degree.
• Proficiency with Microsoft Office.
• Public agency experience is a plus.
• Prior experience working with public records laws, legal compliance, or governmental transparency strongly preferred.

• New hire employment verification through the E‑Verify program.
• Proof of legal authorization to work in the United States is required.
• The CSU Chancellor’s Office is not…