Open Records Coordinator

Job Vacancy Announcement- Open Records Coordinator

Open Records Unit\Legal Services Division- Atlanta

Pay Grade H- Job Code RCP030

FLSA Status: -Non-Exempt

Salary minimum: $31,500.00

POSITION SUMMARY

Receives, examines, evaluates, and codes individual requests from a large daily volume for Department records related to administrative, operational, civil, and criminal matters, for entry on the Department’s online system and meeting responsive deadlines established by state law.  Effectively communicates and coordinates information and updates to requestors, internal customers, and other stakeholders within the Department’s Open Records Unit.

ESSENTIAL FUNCTIONS

Primary Responsibility: Analyses

• Analyses of a large daily volume of incoming records requests from various external sources, to include a determination of the subject matter and, within the same business day of receipt, providing a corresponding code for proper data entry on the Department’s electronic system (EPORTS and the Online Log).
• Serves as the first line EPORTS Computer Help Desk for internal and external customers, including recognition of when to escalate and transfer a technology problem to the Department’s Technology Unit or the Attorney Manager.
• Recognition of litigation requests (e.g., subpoenas and non-party requests for documents) and expedited routing to the Attorney Manager. 
• Information gathering and responsive problem-solving for directing requestors in areas such as the appropriate location for any given request, utilization of EPORTS, the availability of a document, a timeline for release of a requested document, or whether a requested document is subject to release, all based upon knowledge of Georgia law and Unit processes.   
• Cross-trained for Open Records Analyst and data entry work, with utilization of the Department’s electronic databases (e.g., Mobile Forms, EPORTS, and the Online Log) for retrieval of requests and providing responsive documents. 
• Serving as the first line for conflict and dispute resolution, including recognition of when to escalate and transfer a complainant to the assigned Open Records Analyst or the Attorney Manager.
• Recognition and tracking of any given request and a corresponding response via EPORTS or the Online Log.

Secondary Responsibility: Customer Service, Clerical Work, Computer Skills & Organization  

• Provide accurate and timely information to inquiries from internal and external customers.
• Answer, manage, and properly direct incoming calls for the Open Records Unit.
• Answer questions of external customers particular to incident reports, crash reports, and towed cars.
• Utilize good communication skills with Open Records Analysts, the Attorney Manager, and Open Records Project Analyst.
• Assist with walk-in customers.
• Timely recognize and forward priority, unusual, difficult, and confidential requests to the Attorney Manager including media requests, personnel files, and Internal Affairs requests. 
• Coordinate the needs and support of the Open Records Unit, including gathering and properly categorizing incoming emails, mail, and faxes, appropriately answering, and transferring incoming calls, receiving, and transferring messages, and greeting visitors. 

• Monitor the use of supplies and place orders for replenishment.

WORK ENVIRONMENT

Work is performed primarily in office, regular business hours Monday through Friday. The following factors contribute to creating stressful and demanding working conditions:

· high volume of work

· deadlines required by state law

Selected applicant must pass a pre-employment background investigation. This includes a review of criminal, driver’s and credit history. No polygraph examination is required for this position.

POSITION QUALIFICATIONS

Competencies:

• Computer skills
• Analytical skills
• Communication skills
• Ability to multi-task
• Ability to research
• Customer Service

Computer Skills: Ability to operate multi-function copier to scan and email documents. Ability to operate standard Microsoft Office software programs, including Microsoft Office. Ability to operate specialized software to review requests, upload, redact and release documents.

This is an unclassified position unless filled by a classified employee. Only applicants chosen for interview will be contacted.

The Georgia Department of Public Safety is an Equal Opportunity Employer. Employees and applicants will not be discriminated against on the basis of race, color, religion, gender, natural origin, age, disability or genetic information.