Records Supervisor
Records Supervisor
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Job Description
DEPARTMENT OF ECONOMIC SECURITY
Your Partner For A Stronger Arizona.
DES works with families community organizations advocates and state and federal partners to realize our collective vision: A thriving Arizona.
DES serves more than 3 million Arizonans. Our Mission is to strengthen individuals families and communities for a better quality of life.
RECORDS SUPERVISOR
Division of Aging and Adult Services (DAAS)
Records Unit
Address: 1789 West Jefferson Street Phoenix Arizona 85007
Salary: Salary: $56000.00 $65000.00 / Annually
Grade: 20
Closing Date: 5/14/2025
Would you like to be part of an amazing team that helps Arizonans thrive At the Department of Economic Security (DES) we strengthen individuals families and communities for a better quality of life. DES is looking for individuals who are committed to service community and teamwork. To learn more about DES please visit ; or click on the link here to view Our DES video. Come Join the DES Team!
DES is seeking an experienced and highly motivated individual to join our team as a Records Supervisor to oversees a team of staff that are responsible for the proper processing of public records requests Adult Protective Services (APS) investigation records requests and APS document retention. This position will both supervise staff responsible for process incoming (APS) records requests and letters to clients and as necessary process these requests to ensure records and letters are delivered within specific time frames. This position provides expertise quality assurance and training in records management practice HIPAA Address Confidentiality Program (ACP) federal privacy laws and Adult Protective Services statutes and regulations surrounding records. Serves as primary liaison with public records office and will be responsible for managing all records retention and management for APS.
This position may offer the ability to work remotely within Arizona based upon the departments 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 States 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.
Essential Duties and Responsibilities include but are not limited to:
Oversee all records requests processes including processing of letters to clients and compliance with required timeframes for response and escalation. Ensure redaction is appropriate. Coordinate with IT administration on any system issues impacting records processes and statutory/policy records requirements.
Process public records requests during periods of high request volume and when the requests are highly sensitive. Provides leadership and mentorship to staff. Conducts monthly 1:1 performance meetings semiannual performance appraisals approves timesheets schedules staff.
Provides reporting and meets on a regular cadence with various levels of leadership about trends and internal and external barriers to timely record receipts. Participates in problem solving to expedite processes.
Required to routinely present to various leadership levels and DAAS staff on updates on trends and barriers in both formal and informal settings. They will also train and provide instruction to subject matter experts and other staff.
Actively participate in problem solving to expedite processes. Contact various internal and external entities including hospitals police departments and medical facilities to resolve delays in records receipts.
Knowledge of:
Records management practices including retention policies and redaction techniques
Federal and State statutes and administrative rules for providing Department record requests; applicability of Federal regulations and rules concerning HIPAA and other privacy and records statutes and policies
State Statues as it pertains to the Address Confidentiality Program
Skill In:
Strong written and oral communication; analyzing varying amounts and types of information and data; managing numerous requests simultaneously; and using multiple computer applications efficiently and accurately.
Operational analysis of programs and activities
Application of state and federal laws and programmatic policies/procedures
Ability to:
Process information and data involving record requests received from the public law firms law enforcement and state agencies.
Write accurately and concisely documents that relate to record requests confidentiality HIPAA
Successfully manage multiple tasks conflicting priorities and deadlines
Handle highly confidential documents and information; meet legally imposed deadlines; maintain cooperative and professional relationships with staff; analyze and evaluate substantial amounts of information and make determinations as to responsive versus unresponsive documents or portions of documents
The ideal candidate for this position will have:
Requires 2 years of experience in records management or associates degree in paralegal studies library science or management OR
Certificate program in records management and 1 year of experience in records management. Supervisory experience strongly preferred.
The Arizona Department of Economic Security offers a comprehensive benefits package to include:
Affordable medical dental life and shortterm disability insurance plans
Participation in the Arizona State Retirement System (ASRS) and longterm disability plans
10 paid holidays per year
Vacation time accrued at 4.00 hours biweekly for the first 3 years
Paid Parental LeaveUp to 12 weeks per year paid leave for newborn or newlyplaced foster/adopted child (pilot program).
Sick time accrued at 3.70 hours biweekly
Deferred compensation plan
Wellness plans
Tuition Reimbursement
Stipend Opportunities
Infant at Work Program
Rideshare and Public Transit Subsidy
Career Advancement & Employee Development Opportunities
Flexible schedules to create a work/life balance
By providing the option of a fulltime or parttime 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 programhere. For a complete list of benefits provided by The State of Arizona please visit our benefits page
State employees are required to participate in the Arizona State Retirement System (ASRS) the State sponsored retirement contribution plan and the LongTerm Disability (LTD) program after a 27week waiting period. The ASRS defined benefit plan provides for lifelong income upon retirement. You will also have the option to participate in a voluntary deferred compensation program to take advantage of taxdeferred retirement investments.
On or shortly after your first day of work you will be provided with additional information about the available insurance plans enrollment instructions submission deadlines and effective dates.
For questions about this career opportunity please contact Brenda Cruz ator
The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting Brenda Cruz ator Requests should be made as early as possible to allow time to arrange the accommodation.
Required Experience:
Manager
Employment Type
Full-Time
