Program Admin Public Records

Administrative and Coordinating Duties (60%)

Administers and supports District-wide records management and public records request processes in accordance with applicable laws, regulations, District policies, procedures, and established practices.

Monitors records retention schedules and supports District-wide compliance with applicable retention, storage, preservation, and destruction requirements.

Assists with records inventory, retention schedule review, destruction documentation, preservation activities, and related records management projects.

Identifies potential compliance concerns, workflow issues, training needs, recurring request patterns, or process improvement opportunities and provides information or recommendations to leadership.

May serve as a liaison with internal departments, colleges, external requestors, public agencies, legal counsel, vendors, and other stakeholders regarding assigned public records or records management matters.

Coordinates the receipt, review, tracking, assignment, fulfillment, and closure of public records requests.

Reviews public records requests to determine scope, clarify requested information, identify potentially responsive records, and coordinate appropriate next steps.

Communicates with requestors regarding request status, clarification needs, timelines, available records, fees, delivery methods, and related procedural matters.

Coordinates with District departments, colleges, employees, administrators, legal counsel, information technology, human resources, public safety, student services, and other stakeholders to identify, gather, review, and provide responsive records.

Supports timely and thorough gathering and review of accessible records to promote transparency and compliance with public records requirements.

Maintains accurate, complete, and timely records of public records requests, communications, searches, responsive materials, determinations, fees, responses, and related documentation.

Uses public records request tracking systems, databases, spreadsheets, document repositories, and related tools to monitor request status, deadlines, workloads, and program activity.

Reviews records and documentation for completeness, responsiveness, organization, and alignment with request parameters and established procedures.

Coordinates records review, redaction, release, withholding, or referral activities in consultation with the supervisor, legal counsel, or other appropriate stakeholders.

Assists with identifying confidential, sensitive, restricted, privileged, or legally protected information that may require further review before disclosure.

Supports the development, maintenance, and implementation of public records workflows, standard operating procedures, templates, tracking tools, request forms, and communication materials.

Education and Training (30%)

Develops, updates, and delivers training, presentations, guides, FAQs, job aids, and other informational materials related to records retention, records management, and public records compliance.

Coordinates with departments and colleges to promote awareness of records retention schedules and appropriate records management practices.

Provides guidance and consultation to District and college stakeholders regarding public records request handling, documentation expectations, search responsibilities, response coordination, and retention-related requirements.

Supports internal audits, reviews, or assessments related to retention practices, documentation standards, public records request fulfillment, or program compliance.

Participates in ongoing professional development related to records management, retention requirements, privacy, confidentiality, higher education administration, public records laws, and applicable legal or regulatory requirements.

Other duties as assigned (10%)

Performs other duties as assigned.