FOIA and Records Officer

Purpose of Position

The FOIA and Records Officer serves as the organization’s subject-matter expert for the Virginia Freedom of Information Act (FOIA) and agency-wide records management. This position ensures compliance with all legal, regulatory, and policy requirements related to public records, information access, retention, storage, classification, and secure destruction. The FOIA and Records Officer manages the complete lifecycle of records, coordinates timely and accurate FOIA responses, provides staff guidance and training, and maintains systems and processes that promote transparency, efficiency, and information governance.

Pay Band

Pay Band: UG

Agency

Cannabis Control Authority

Location

VA Cannabis Control Authority

Job Duties

• Serve as the primary point of contact for all incoming FOIA requests.
• Log, track, and monitor requests to ensure statutory deadlines are met.
• Cook with program areas to gather responsive records; review for completeness, accuracy, and confidentiality.
• Identify and apply appropriate FOIA exemptions in consultation with legal counsel when necessary.
• Prepare response letters, cost estimates, extensions, and final determinations.
• Maintain FOIA logs, reports, metrics, and documentation for audits and public reporting.
• Advise leadership on FOIA trends, risks, and compliance issues.
• Provide training to staff on FOIA responsibilities and best practices.
• Lead the development, maintenance, and implementation of the agency’s records management program.
• Oversee records classification, filing systems, retention schedules, and secure storage (physical and digital).
• Ensure proper records disposition, including destruction, archiving, or transfer to the Library of Virginia (or applicable governing entity).
• Conduct periodic audits to ensure compliance with retention and storage requirements.
• Support digital transformation initiatives and coordinate with IT on electronic records systems and data governance.
• Provide guidance and training to employees on records policies, procedures, and information handling standards.
• Safeguard confidential, sensitive, and personally identifiable information in accordance with state and organizational policies.
• Draft and update FOIA policies, records management policies, and related administrative procedures.
• Develop and deliver training programs for new employees and ongoing staff education.
• Identify opportunities for automation, workflow improvements, and enhanced compliance controls.
• Serve as liaison to state agencies and oversight entities regarding FOIA and records management requirements.
• Prepare reports, data summaries, and compliance documentation for leadership.
• Aid in special projects and information requests as assigned.
• Maintain departmental documentation, manuals, and SOPs.
• Perform other duties as required to support transparency, accountability, and efficient operations.

Minimum Qualifications

• Knowledge of the Virginia Freedom of Information Act (FOIA) or similar public information laws.
• Knowledge of records management principles, records lifecycles, retention schedules, and disposition requirements.
• Understanding of data classification, privacy laws, confidentiality protections, and information security.
• Ability to review documents for sensitive content and apply legal exemptions appropriately.
• Strong organizational and time-management skills; ability to manage multiple concurrent deadlines.
• Excellent written and verbal communication, including professional correspondence.
• Skilled in problem-solving, research, and interpreting policy or regulatory requirements.
• Ability to maintain accurate logs, tracking systems, and documentation.
• Proficiency with Microsoft 365 (Outlook, SharePoint, Word, Excel, Teams) and records management software.
• Ability to lead trainings and communicate complex information clearly to non-experts.
• High attention to detail and commitment to confidentiality and compliance.
• Ability to build collaborative relationships and work effectively with staff at all levels.