RECORDS MANAGER

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 MANAGER

Job Location:

LEGAL SERVICES ADMIN

3003 N Central Ave Phoenix, AZ 85012

Posting Details

Salary: $26.4424 HRLY / $55,000.19 Salary

Grade: 20

Closing Date: November 1, 2024

Job Summary

The Centralized Records Coordination Unit (CRCU) Supervisor is responsible for the day-to-day supervision of a CRCU staff, and oversees the processing and/or redactions of statewide and nationwide requests from various entities, which includes the public, media, court personnel, dependency requests, as well as out-of-state Child Protective Services (CPS) agencies and law enforcement in addition to other statutorily entitled groups. The Centralized Records Coordination Unit Supervisor ensures the Department provides redacted records to requesters in compliance with all applicable statutes and policies.

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.

Job Duties

• Supervises, directs, monitors, trains and evaluates the work performance of subordinate staff. Ensures the oversight of quality assurance on redaction of records produced by unit. Ensures staff maintain a caseload and completes research in systems regarding child maltreatment records, in addition to redacting the documents.
• Oversees the intake, redaction and timely uploading redacting documents to JAX (Maricopa Court System) of 5 day disclosures. Manages, tracks, and plans work-flow and how the unit will perform the production of records and release to requesters. Manages/reviews tracking system of redacted and high profile requests.
• Receives and monitors requests for confidential DCS history. Determines who is authorized to receive the information per federal and state law, as well as DCS policy. Researches database for prior child maltreatment history. Works with County Attorney offices to ensure release of any
• DCS records does not present a material harm to criminal investigations and/or prosecution.
• In collaboration with the manager and administrator, works with system partners (courts, attorneys, AGO, etc.) to address systemic issues that arise in the production of records.
• Responds to the general public and media regarding DCS records requests, including explaining the process to request confidential information, who is eligible to receive DCS records, what additional information is needed, and resolving issues for difficult clients or complex issues. Redacts highly confidential information as appropriate.
• Under the direction of the Manager, the position is also responsible for drafting the appropriate policies and procedures for the Department as they relate to the various functions or the unit.
• Meets regularly with other DCS units to assess record request needs and provide recommendations on the redaction and release of records.
• Conducts unit meetings, huddle boards, monthly one-on-ones, and updates MAP for all subordinate staff.
• Other duties as assigned as related to the position.
  
  

Knowledge Of

Knowledge, Skills & Abilities (KSAs):

• Arizona Revised Statutes pertaining to confidentiality
• DCS missions and policies
• Redaction procedures
• Researching techniques
• Supervising, organizing, directing the maintenance and use of all records
• Computer hardware and software
• Department personnel rules and procedures
• Practices and procedures in management and supervision
• DCS Management Systems
• Department record retention policies, and statutory requirements related to confidentiality and the production of records
  
  

Skills In

• Written and verbal communication
• Supervision techniques
• Problem identification, analysis and resolution
• Trouble shooting
• Conflict management
• Establishing and maintain interpersonal relationships
• Organization
• Utilizing Adobe Pro, OnBase, Guardian and Microsoft Office software (e.g. Word, Outlook, Excel)
  
  

Ability To

• Apply statute and policy to varying types of records requests
• Review records requests to ensure requests are valid
• Redact documents using Adobe Pro and OnBase
• Learn the agency's databases to research record availability
• Utilize Guardian, OnBase and Power BI to track data requests and due dates
• Direct their team according to Department personnel rules and policies
  
  

Selective Preference(s)

N/A

Pre-Employment Requirements

The ability to secure and maintain an Arizona Fingerprint Clearance Card; and the ability to secure and maintain clearance from the DCS Central Registry.

This position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver’s License Requirements.

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Benefits

The State of Arizona provides an excellent comprehensive benefits package including:

• Affordable medical, dental, life, and short-term disability insurance plans
• Top-ranked retirement and long-term disability plans
• 10 paid holidays per year
• Vacation time accrued at 4.00 hours bi-weekly for the first 3 years
• Sick time accrued at 3.70 hours bi-weekly
• Deferred compensation plan
• Wellness plans
  
  

By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.

Learn more about the Paid Parental Leave pilot program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

Retirement

Positions in this classification participate in the Arizona State Retirement System (ASRS). Enrollment eligibility will become effective after 27 weeks of employment.

Contact Us

Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting 602-255-3141 or by email at [email protected]. Requests should be made as early as possible to allow time to arrange the accommodation. Should you have any further questions regarding the interview process you can reach out to a member of our recruitment team at 602-255-2903 or by email at [email protected]. The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.