Public Records Coordinator

SECRETARY OF STATE (DEPT OF STATE)

SECRETARY OF STATE (DEPT OF STATE) The mission of the Office of the Arizona Secretary of State is to provide services throughout the state to:
Preserve our history Promote engagement; and Protect the future The office strives to achieve this mission by being trusted, accessible, innovative, and secure

The Public Records Coordinator manages, processes, and fulfills requests for public information within the SOS PRR Program. They ensure legal compliance with freedom of information and public records statutes, coordinate document retrieval across departments, and redact sensitive or exempt information before public release. Manages public records requests, ensures compliance with Arizona Revised Statutes and state retention schedules, tracks subpoenas, and coordinates document archiving or redaction.

This position serves as the primary point of contact for public information requests and ensures timely, accurate, and legally compliant disclosure of government records while safeguarding confidential, protected, and exempt information.

This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures.

The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State’s Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.

• Receive, review, track, and coordinate responses to public records requests from citizens, media organizations, attorneys, government entities, and other stakeholders.
• Coordinate with internal departments, IT, or legal teams to locate and gather responsive records
• Evaluate documents for disclosure eligibility, applying legal exemptions and redacting confidential information
• Consult with legal counsel, agency leadership, and subject matter experts regarding complex records requests and disclosure decisions.
• Communicate with requesters regarding request scope, timelines, fees, and records availability.

Knowledge of:

• General knowledge of Arizona state government and duties of Secretary of State
• General knowledge of Secretary of State services and computer software applications
• Federal and Arizona election laws and procedures
• Public record law and retention schedules
• Local and communities, politics, and organizations
• The methods and means of collecting and evaluating data.
• Comprehensive knowledge of Microsoft products, including Windows, Word, Outlook, Excel, Notes and Power Point
• Performance Management (PM), and Continuous Quality Improvement (CQI) and Lean methodologies.

Skilled in:

• Can deliver excellent customer service via diverse delivery mediums, including in-person, telephone and electronic
• Strong team mentality with a devotion to both division and agency success
• Developed interpersonal, written, and oral communication skills
• Public speaking and presentation skills with an ability to cater to various audiences
• Skilled at developing and executing goals, while effectively and efficiently utilizing all resources to meet deadlines
• Can develop and implement new processes and procedures

Ability to:

• Balance, prioritize and organize multiple tasks
• Plan for projects and delegate tasks as needed
• Work collaboratively in teams and across organizations
• Synthesize feedback and adjust plans accordingly
• Build strong relationships inside and outside the organization
• Resolve incidents/problems efficiently and effectively, recognizing customers’ competence levels, and able to approach each level appropriately
• Support a diverse multi-cultural workforce that reflects the community, promotes equal opportunity at all levels of public employment, and creates an inclusive work environment that…