Records Management Specialist

DEPARTMENT OF CHILD SAFETY The Arizona Department of child Safety (DCS) is a social and human services agency whose mission is to successfully partner with families, caregivers, and the community to strengthen families, ensure safety, and achieve permanency for all Arizona’s children through prevention, services, and support. Records Management Specialist

Job Location:

Based on business needs, this position may function as a Centralized Records Coordinator or Redaction Specialist.

Centralized Records Coordinator
- Performs statewide research in systems regarding child maltreatment records. Processes statewide and nationwide requests from the public, media, court personnel, and legal requests to aid in criminal prosecution and in making rulings for civil child custody matters. Conducts Department of Child Safety (DCS) out-of-state and law enforcement information requests for individuals whom a DCS report has been made. Ensures the safety of children in their jurisdictions when the family (parent, guardian, or custodian), at one time, were residents of Arizona including, but not limited to adult(s) (alleged perpetrators) and child/children (alleged victims) researches and as well as other state agencies for the release of confidential DCS report history.

Redaction Specialist - determines if a person is statutorily entitled to a DCS report history and/or case records and if so, redacts the reports/records in conformance with statute and policy. Performs a systems research in Guardian and various county court websites.

• Centralized Records Coordinator
  - Determines who is authorized to receive information, per state statute, and in the correct format. Researches in Guardian for all requests including Dependency, court order and client requests for prior child maltreatment history.
• Redaction Specialist
  - Performs red actions of all records in accordance with DCS policies and procedures and in accordance with Attorney General's Office (AGO) training or receive, log, review, process and send out requests for confidential DCS history.
• Completes daily/weekly statistical reports regarding production achieved.
• Other duties as assigned as related to the position.

Knowledge of:

• Arizona Revised Statutes pertaining to confidentiality to the area of assignment.
• Redaction procedures and associated software.
• Processing request for information from public, media, court etc.

Skills in:

• Effective written and verbal communication.
• Problem identification, analysis and resolution, including recommending a course of action regarding a wide variety of data from various computer sources and trouble shooting difficulties.
• Conflict management.
• Interpersonal relationships.
• Organization.
• Using computer hardware and software including Microsoft Office (Word, Outlook, and Excel etc.).

Ability to:

• Learn the departments' specialized systems (e.g. Guardian) to research record availability.
• Apply statute and policy to varying types of records requests.
• Review records requests to ensure validity.
• Redact documents using available software.
• Accurately track requests.
• Maintain the strictest confidentiality.

N/A

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.) R).

The ability to secure and maintain…