Records & FOIA Supervisor

The Human Resources Department’s mission is to support our customers in accomplishing their missions by attracting and retaining a highly skilled and diversified workforce that is compensated and rewarded for its effort in an equitable, safe and responsible work environment.

Our mission is accomplished within existing resources, in an environment of change, with integrity, and in a manner that is consistent with the City’s policies, Code of Ethics, merit system principles, and federal and state laws. We are responsible for recruitment and testing, classification and compensation, training, benefits administration, and workforce relations.

The Records and FOIA Supervisor oversees the Human Resources records management program and supervises staff responsible for personnel file administration, Freedom of Information Act (FOIA) request coordination, records retention compliance, and electronic records management. This position ensures compliance with federal, state, and local recordkeeping requirements, including the Virginia Freedom of Information Act (FOIA), Library of Virginia retention schedules, and federal employment documentation standards.

This role provides supervisory oversight of records staff, ensures secure and compliant management of personnel records, leads electronic file conversion efforts, and establishes records governance standards to support operational efficiency, transparency, and legal compliance.

• Oversee the administration of personnel records in compliance with federal, state, and local laws and regulations
• Ensures compliance with Library of Virginia retention schedules and records destruction protocols
• Develops and implements records management policies, procedures, and internal controls
• Ensures proper storage, security, and confidentiality of personnel records

• Supervises and coordinates responses to FOIA requests involving personnel records
• Reviews records for completeness and legal compliance prior to release
• Coordinates with Legal, HR leadership, and departments regarding FOIA responses
• Maintains documentation of FOIA requests and responses

• Oversees physical and electronic personnel file systems
• Ensure compliance with federal I-9 retention requirements
• Maintains accurate, complete, and secure employee records
• Ensures timely and accurate document filing and retrieval

• Leads efforts to convert personnel files from paper to electronic format
• Oversees document imaging, indexing, and metadata tagging
• Maintains electronic records management systems
• Ensures integrity and accessibility of electronic records

• Supervises records management staff
• Assigns and monitors work activities
• Provides training, coaching, and performance management
• Establishes work priorities and operational procedures
• Ensures consistent and compliant records practices

• Provides guidance to HR and departments on records management and FOIA procedures
• Ensures audit readiness and regulatory compliance
• Identifies process improvements to enhance efficiency and compliance

• Knowledge of Virginia FOIA requirements
• Knowledge of records retention requirements and best practices
• Knowledge of personnel file administration and compliance requirements
• Ability to maintain confidentiality and exercise sound judgment
• Ability to supervise and lead staff effectively
• Strong organizational and records management skills
• Ability to manage multiple priorities and deadlines
• Strong attention to detail
• Proficiency in electronic document management systems

• Bachelor's degree in Human Resources, Business/Public Administration, or a related field
• Three to five years of experience in records management, HR administration, public records, compliance, or related field
• Two to three years Supervisory experience
• Experience responding to FOIA or public records requests
• Experience managing confidential personnel records
• An equivalent combination of training and experience (as approved by the department) may be used to meet the Bachelor's degree minimum qualifications of the classification.

• Experience in local government or public sector
• Experience implementing electronic records systems