100 N 15th Ave
Phoenix AZ 85007

*Remote Work availability based on business needs

Salary: $69000-$72000

Grade: 23

Closing Date: 1/30/2026

This position will serve as the Public Records Custodian and Department Rulemaking Officer. As the Custodian of Records the position manages public records requests subpoenas and records retention processes ensuring compliance with confidentiality and disclosure requirements.

Serve as the DIFI Custodian of Records:

Record Requests: Review all incoming public record requests. Respond to requests for confidential records and requests for information that is available online. Assign all remaining requests to the appropriate staff person for response. Monitor timeliness and thoroughness of responses to record requests. Train and instruct DIFI employees as to the redaction of confidential materials from records. Coordinate the response to the most difficult and complex public record requests. Work with the agency Business Operations Officer in developing efficiencies in holding handling and processing data as well as appropriately removing and deleting outdated data under the agency and state record retention rules.

Subpoenas: Receive and respond to all subpoenas. Identify divisions and persons who may have responsive records and notify them of the subpoena and due dates to produce records. Collect and review all responsive records. Review the legal basis for all redacted or withheld information. Prepare invoice and affidavit and send with responsive documents. Send high volume requests via Serv-U.

Records Management: Develop and implement the agencys public records policies procedures and retention schedules. Provide consultation and training to division heads and executive staff concerning records maintenance issues. Send litigation hold notices when appropriate. Establish and add litigation hold codes to boxes of records maintained in Iron Mountain. Annually review records to identify records that have reached destruction date and arrange for destruction if appropriate.

As the Rulemaking Officer the position will handle DIFIs rule making processes. The position will have to review and become knowledgeable with all rules and regulations relating to rule making in Arizona. The position will have to draft all required documents help facilitate public input help track all steps throughout the rulemaking process are handled timely and appropriately and keep records of all promulgated rules.

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

Review all incoming public record requests. Assign all remaining requests to the appropriate staff person for response. Monitor timeliness and thoroughness of responses to record requests. Respond to requests for confidential records and requests for information that is available online. Train and instruct DIFI employees as to the redaction of confidential materials from records. Coordinate the response to the most difficult and complex public record requests.

Assist with administering the agencys rule-making processes. Help draft rules and other required documents help facilitate public input help track rule-making steps to ensure completion within required time frames. As needed attend meetings related to rule making procedures not limited to public meeting and meetings of the Arizona Governors Regulatory Review Council.

Receive and respond to all subpoenas. Identify divisions and persons who may have responsive records and notify them of the subpoena and due dates to produce records. Collect and review all responsive records. Review the legal basis for all redacted or withheld information. Prepare invoice and affidavit and send with responsive documents. Send high volume requests via Serv-U.

Records Management: Develop and implement the agencys public records policies procedures and retention schedules. Provide consultation and training to division heads and executive staff concerning records maintenance issues. Send litigation hold notices when appropriate. Establish and add litigation hold codes to boxes of records maintained in Iron Mountain. Annually review records to identify records that have reached destruction date and arrange for destruction if appropriate.

Complete public record requests including the gathering of responsive records review of all relevant records and completing redactions if necessary.

Knowledge:
Insurance and Financial Institution/Enterprise principles terms concepts state and federal statutes rules regulations regulatory models and guidelines promulgated by national insurance and financial regulatory organizations (NAIC CSBS NASCUS et al.).
Knowledge of rulemaking procedures statutes regulations and Arizona rule- writing standards.
Ability to conduct a public hearing and interact with stakeholders.
General knowledge of administrative law hearing and court procedures.
Fundamental understanding of relational databases spreadsheets and word processing functions and features; professional correspondence format tone grammar and syntax.
Understanding of records retention and destruction policies.

Skills:
Management supervisory and motivational skills; work prioritization and organization; analyzing work processes and conceiving drafting and implementing policies and procedures; diplomatic verbal and written communication.
Ability to write regulations or to conform existing rules for a desired result and to create required reports.
Ability to interact with agency personnel and the public in the development of rules.
Ability to appear before the Governors Regulatory Review Council (Council) for rule review.
Ability to conduct a public hearing and interact with stakeholders.
Work prioritization and organization skills;
Diplomatic verbal and written communication;
Ability to be detail-oriented.

Abilities:
Working independently;
Applying sound judgment;
Accurately interpreting statutes case law and proposed legislation;
Forecasting needed changes to legislation and agency approaches in response to new forms of products services and business enterprises; providing effective leadership during complex and difficult negotiations;
Cultivating relationships with others;
Effectively communicating verbally and in writing; Conducting and analyzing research;
Independently learning new processes and information;
Evaluating current processes and identifying and implementing improvements.

Juris Doctor is preferred.

If 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:Drivers License Requirements.

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

The State of Arizona offers a comprehensive benefits package to include:

Optional employee benefits include short-term disability insurance deferred compensation plans and supplemental life insurance

Life insurance and long-term disability insurance

Vacation plus 10 paid holidays per year

Health and dental insurance

Retirement plan

Sick leave

For a complete list of benefits provided by The State of Arizona please visit our benefits page

By providing the option of a 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.

Positions in this classification participate in the Arizona State Retirement System (ASRS)

Please note that enrollment eligibility will become effective after 27 weeks of employment

If you have any questions please feel free to contact Debbie Muhlestein at