Public Records Officer

Job Summary

Under general direction of the Director of Audit, Public Records and Special Projects, the Public Records Officer is the primary contact for the Office of Audit and Public Records. The incumbent works with the Director and the Office of General Counsel to gather responsive records and review emails, websites and other confidential documents in order to respond timely to requests. This position also provides strategic program support involving a variety of employee and labor relations functions within Staff Human Resources. This role grants the incumbent access to management's strategies and positions on collective bargaining negotiations at CSU Long Beach.

Key Responsibilities

• Public Records Act Request Responses - Work with the ASM, VP-DAF & OTP, the Director of Audit, Public Records, & Special Projects, and the Office of General Counsel to oversee the Campus' and its Auxiliary Organization's obligations under California's Public Records Act and the McKee Transparency Act, respectively. Responsible for proper application of appropriate State and Federal laws to all records requests, ensures the campus adheres to legal responsibilities while processing requests, and responds appropriately within the law on behalf of the campus. Notify and coordinate with University Counsel, Strategic Communications, university leadership, labor relations, and other stakeholders regarding sensitive, high-profile, or complex requests.
• Subpoena Requests - Receive, review, and process subpoenas, and other legal requests for records in accordance with applicable federal and state laws, CSU policies, and university procedures. Maintain accurate records of subpoena requests, responses, deadlines, communications, and supporting documentation. Evaluate legal requests for completeness, validity, jurisdiction, and compliance requirements; coordinate with University Counsel and appropriate departments as needed.

Knowledge, Skills, and Abilities

• Highly organized and customer-focused professional with exceptional communication and interpersonal skills, demonstrated through the ability to effectively serve the campus community, vendors, and external agencies while building positive working relationships.
• Strong attention to detail and the proven ability to learn, interpret, apply, and develop university policies and procedures related to high-level office administration, including researching and interpreting CSU and campus policies as needed.
• Proficient in a broad range of office technologies and software applications, including the Microsoft Office Suite (Excel, Word, and PowerPoint), and demonstrates outstanding grammar, typing, proofreading, and comprehension skills.
• Excels at managing multiple priorities in a fast-paced environment, adapting to changing workloads, tight deadlines, competing demands, and frequent interruptions while consistently delivering timely and accurate work.
• Exercises sound judgment, maintains confidentiality with discretion, tact, and diplomacy, and works collaboratively as a valued team member, coordinating effectively with colleagues to achieve departmental and organizational goals.
• Ability to communicate with an ethnically and culturally diverse campus community.
• Ability to follow all university policies, procedures, and guidelines including but not limited to safety, civility, information security, and non-discrimination policies and procedures.
• Ability to contribute to a positive university experience for each and every student and assist in achieving the university's commitment to a "vision of excellence."

Education and Experience

• Equivalent to a bachelor's degree in a related field and three years of related experience required.
• Bachelor's degree preferred.
• Prior experience working with public records laws, legal compliance, or governmental transparency strongly preferred.

Pay

• Hiring Range: $6,250 - $7,084 per month commensurate with candidate's education, experience, skills, and training.
• CSU Classification Salary Range: $4,464 - $10,689 per month.

Schedule

• 1.0 time-base, 40 hours per week.
• This is a regular/probationary position.

Benefits

At California State University (CSU), we prioritize the health, growth, and success of our employees. Our benefits program reflects our commitment to your overall well-being. To be eligible for full benefits, employees must be appointed at least half-time (.50 FTE) with an appointment lasting more than six months and one day. Benefits eligibility and offerings may vary based on appointment type, classification, and applicable collective bargaining agreement. Eligible employees may have access to a comprehensive benefits package that can include:

• Paid Time Off: Up to 24 vacation days per year (based on employee group and/or length of service), 14 paid holidays, and 12 sick days annually with unlimited accrual.
• Health Coverage: A variety of medical, dental, and vision plans.
• Retirement Plans: Participation in the CalPERS defined benefit plan, along with voluntary savings options such as 403(b), 401(k), and 457 plans.
• Educational Benefits: Tuition fee waiver programs for eligible employees; dependent eligibility varies by employee group and bargaining unit.
• Employee Assistance Program (EAP): Confidential counseling and support services for employees and their families.
• Additional Benefits: Wellness programs, professional development opportunities, and insurance options including life, disability, and pet insurance.

Candidates are encouraged to review the appropriate CSU Employee Benefits Summary for details specific to their position. Additionally, the CSU Total Compensation Calculator is available to help prospective employees understand the full value of the CSU benefits package and how it complements base salary.