Open Records and Archives Coordinator

About the Role

The Open Records and Archives Coordinator is responsible for managing and processing open records requests in compliance with the Open Records Act. This role ensures accurate documentation, tracking, and handling of requests while maintaining compliance with legal and regulatory requirements. The Open Records Coordinator conducts detailed reviews of responsive documents, applies necessary redactions, prepares records for release, and is responsible for transmission. This position oversees complex request processing, exemption compliance, and file transfers. Additionally, this position will oversee the organization and archival functions of agency documents submitted to the Department of Libraries. Through collaboration with various divisions, the Open Records and Archives Coordinator facilitates transparent and efficient records management.

Please note: This role does not allow for any form of remote work, including telecommuting or hybrid arrangements. The nature of this position necessitates a consistent in-person presence. Prospective candidates should be aware that the responsibilities associated with this role require physical presence at the designated workplace in Oklahoma City, Oklahoma.

Responsibilities

• Provide initial intake of open records requests ensuring accurate documentation and tracking.
• Handle all aspects of record requests, including intake, locating and reviewing agency records, preparing responses, and assessing/applying fees.
• Conduct thorough reviews of documents responsive to requests. Apply necessary redactions to ensure compliance with legal requirements and protect sensitive information.
• Prepare records for release, including redaction of materials to be withheld and duplicating materials as necessary.
• Possess in-depth knowledge of the Oklahoma Open Records Act, including a comprehensive understanding of exemptions and their applications.
• Draft responses and coordinate proposed disclosures of information between various divisions within the agency.
• Process complex requests, ensuring accuracy, thoroughness, and compliance with legal requirements.
• Professionally interact with requestors when the request scope requires narrowing due to being overly broad and unduly burdensome.
• Ensure released materials do not contain information exempted under the applicable statutes or other non-releasable information.
• Responsible for the stewardship of documents, reports, and financial records designated by the Records Management Act to be preserved and transmitted to the Department of Libraries for permanent archiving.
• Maintain the agency Records Disposition Schedule.
• Maintain a positive, empathetic, and professional attitude at all times; ability to build and maintain positive work relationships; demonstrate integrity and ethical conduct in all aspects of your work.
• Display a high level of professionalism in communication, behavior, and appearance; accept constructive feedback to increase performance.
• Regular and reliable in-person attendance is required to ensure quality teamwork, performance, productivity, and collaboration.
• Commit to punctuality and dependability in the work environment, including arriving to work on time, being present, engaged, and available to colleagues, internal and external customers.
• Ensure office resources are utilized effectively and operations are streamlined; optimize processes, eliminate redundancies, and leverage technology to enhance productivity and performance.
• Proactively identify opportunities for efficiency gains and implement best practices.
• Willingness to go above and beyond to provide outstanding assistance that exceeds expectations; create positive experiences and build relationships based on trust and satisfaction.
• Maintain a positive and helpful attitude using appropriate language, tone, and behavior to reflect the agency in a way that leaves a favorable impression.
• Being present at the office is an essential function of the job.
• Other duties as assigned.
• Demonstrate knowledge of and support mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior.
• Work effectively in team environment, participating and assisting peers.

Travel

Less than 10% in-state/out-of-state travel may be required.

Education & Experience

• Bachelor's degree in paralegal studies, or a field closely aligned with the position requirements;
• Two (2) years of experience in paralegal or administrative duties;
• Or an equivalent combination of education and experience, substituting one year of relevant experience for each year of the required education.

Preferred Qualifications

• Paralegal Certification or demonstrated ability in managing e-discovery requests;
• Experience in open records management and case processing for state agencies.

Special Requirements

• Applicants must be currently authorized to work in the United States on a full-time basis without sponsorship now or in the future;
• Successful completion of a pre-employment background check;
• Must possess a valid driver's license to perform necessary job-related travel.

Knowledge, Skills & Abilities

• Effective Communication: Ability to clearly and concisely express ideas, while also listening actively to others and demonstrating understanding; demonstrate empathy by showing respect and understanding for the feelings and perspectives of others while paying close attention to non-verbal cues; adapt communication style to suit the needs of the audience and situation.
• Take a proactive approach and work independently: Be resourceful and self-motivated, prioritize work effectively by managing your time well, anticipating challenges, developing creative solutions, paying close attention to detail, and taking ownership of your work.
• Collaborate as a team player: Work effectively with others towards a common goal, including being open-minded, respectful, and responsive to others' ideas and perspectives; share knowledge and experience while being committed to achieving the team's objectives and understanding the importance of working collaboratively to achieve success.
• Demonstrate excellent planning and organizational skills: Set clear objectives, create a plan of action, break down complex tasks into manageable components, delegate tasks when necessary, and establish a realistic timeline to meet deadlines consistently while developing contingency plans to ensure adaptability to changing circumstances.
• Possess strong analytical and problem-solving skills: Analyze complex situations, identify key issues, patterns, connections, and develop effective logical solutions; think critically, anticipate potential problems, and develop innovative solutions to address them.
• Ability to function well in an, at times, stressful, fast-paced, and deadline-driven environment: Work under pressure and in situations where time is limited whilst remaining calm and focused, prioritizing tasks, and adapting to changing circumstances.
• Ability to build strong partnerships with internal and external stakeholders: Identify opportunities for collaboration, leverage resources effectively, and negotiate mutually beneficial outcomes; possess strong interpersonal skills to resolve conflicts and manage difficult conversations constructively and professionally.
• Knowledge of technology and ability to use it to maximize efficiency and services: Identify opportunities to leverage technology to streamline processes, automate tasks, and improve customer experiences; familiarity with software, hardware, and other relevant technological tools while being able to learn new technologies as they emerge.

Pay & Schedule

• Salary: Between $45,000.00 to $55,000.00, based on education and experience
• Work Schedule: Monday to Friday, 8:30 AM TO 5:00 PM

Physical Demands & Work Environment

Work Environment: Climate-controlled office setting with exposure to moderate noise; the employee is frequently required to talk, walk, and stand; this position requires long periods of sitting and daily use of computer and phone. Must be able to remain in a stationary position 75% of the time.

Physical Demands: Ability to stand, reach, and bend 50% of the time; operates a computer and other office productivity machinery, such as a calculator, copy machine/printer, and office telephone 75% of the time; ascends/descends stairs 25% of the time; ability to lift up to 25 lbs.

Cognitive Requirements: This role requires clear and accurate communication, strong analytical skills, and the ability to evaluate information and make timely decisions. Sustained focus and attention to detail are essential, along with memory retention of policies, procedures, and facts over various time frames. Adaptability and mental flexibility are also necessary to handle changing information, work conditions, and unexpected challenges.