Records and Archives Coordinator

Job Posting Title

Open Records and Archives Coordinator

Agency

740 STATE TREASURER

Supervisory Organization

Office of the State Treasurer

Job Posting End Date

Refer to the date listed at the top of this posting, if available. Continuous if date is blank.

Note:

Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

July 21, 2026

Full/Part-Time

Full time

Job Type

Regular

Compensation

Job Description

Location :
Oklahoma State Capitol; 2300 N Lincoln; OKC, OK

Salary : between $45,000.00 to $55,000.00, based on education and experience

Full Time /Part Time :
Full Time

Work Schedule :
Monday to Friday

Primary Hours : 8:30 AM TO 5:00 PM

Position Summary

The Open Records and Archives Coordinator is responsible for managing and processing open records requests in compliance with the Open Records Act. This role ensures accurate documentation, tracking, and handling of requests while maintaining compliance with legal and regulatory requirements. The Open Records Coordinator conducts detailed reviews of responsive documents, applies necessary red actions, prepares records for release, and is responsible for transmission.

This position oversees complex request processing, exemption compliance, and file transfers. Additionally, this position will oversee the organization and archival functions of agency documents submitted to the Department of Libraries. Through collaboration with various divisions, the Open Records and Archives Coordinator facilitates transparent and efficient records management.

Please note:

This role does not allow for any form of remote work, including telecommuting or hybrid arrangements. The nature of this position necessitates a consistent in-person presence. Prospective candidates should be aware that the responsibilities associated with this role require physical presence at the designated workplace in Oklahoma City, Oklahoma.

Position Responsibilities /Essential Functions

• Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
• Open Records Management and Documentation:
  Provide initial intake of open records requests ensuring accurate documentation and tracking. Handle all aspects of record requests, including intake, locating and reviewing agency records, preparing responses, and assessing/applying fees.
• Releasability Reviews and Redaction:
  Conduct thorough reviews of documents responsive to requests. Apply necessary red actions to ensure compliance with legal requirements and protect sensitive information. Prepare records for release, including redaction of materials to be withheld and duplicating materials as necessary.
• Expertise:
  Possess in-depth knowledge of the Oklahoma Open Records Act, including a comprehensive understanding of exemptions and their applications. Draft responses and coordinate proposed disclosures of information between various divisions within the agency.
• Complex Request Processing:
  Process complex requests, ensuring accuracy, thoroughness, and compliance with legal requirements. Possess the ability to professionally interact with requestors when the request scope requires narrowing due to being overly broad and unduly burdensome.
• Exemption Compliance:
  Ensure released materials do not contain information exempted under the applicable statutes or other non-releasable information.
• Archiving:
  This position is responsible for the stewardship of documents, reports, and financial records designated by the Records Management Act to be preserved and transmitted to the Department of Libraries for permanent archiving. Maintaining the agency Records Disposition Schedule will fall under the assigned responsibilities for this role.
• Professional Demeanor:
  Maintain a positive, empathetic, and professional attitude at all times; ability to build and maintain positive work relationships; demonstrate integrity and ethical conduct in all aspects of your work; ability to display a high level of professionalism in communication, behavior, and appearance; ability to accept constructive feedback to increase performance.
• Attendance:
  Regular and reliable in-person attendance is required to ensure quality teamwork, performance, productivity, and collaboration; ability to demonstrate a commitment to your work and team by committing to punctuality and dependability in the work environment; this includes arriving to work on time, being present, engaged, and available to colleagues, internal and external customers.
• Efficiency:
  Ensure office resources are utilized effectively and operations are streamlined; optimize processes, eliminate redundancies, and leverage technology to enhance productivity and performance; proactively identify opportunities for efficiency gains and implement best practices.
• Superior Customer Service:
  Willingness to go above and beyond to provide outstanding assistance that exceeds expectations, ability to create positive experiences and build relationships based on…