Records Access Officer

About the role

The California State University, Office of the Chancellor, is seeking a Records Access Officer to join our team. Located in downtown Long Beach, the Chancellor's Office is the headquarters for the nation's largest and most diverse system of higher education.

Responsibilities

• Receive PRA requests submitted by any method; independently log, track, and manage requests in a centralized system to ensure compliance with statutory deadlines.
• Review requests to assess scope, complexity, sensitivity, and potential exemptions; prepare and issue required acknowledgments and initial responses within statutory timelines.
• Communicate directly with requestors, as appropriate, to clarify ambiguous or overly broad requests, assist in identifying responsive records, and recommend reasonable narrowing consistent with the University’s duty to assist.
• Notify and coordinate with University Counsel, Strategic Communications, university leadership, labor relations, and other stakeholders regarding sensitive, high-profile, or complex requests.
• Identify and coordinate with campus and Chancellor’s Office records custodians to locate and obtain potentially responsive records.
• Establish search parameters and Boolean terms for IT-conducted searches of electronic systems and repositories; coordinate retrieval of electronic and hard-copy records.
• Collect, organize, and independently review responsive records to determine responsiveness and applicability of statutory exemptions under the PRA and related laws.
• Apply sound judgment in determining disclosure, redaction, or withholding of records; accurately apply redactions to protect confidential, sensitive, or privileged information.
• Consult with University Counsel on complex, novel, or high-risk matters, including issues involving privilege, deliberative process, personnel, or other sensitive records.
• Draft and transmit disclosure correspondence and responsive records promptly and reasonably in accordance with statutory and institutional requirements.
• Maintain complete and accurate documentation of request processing, including searches conducted, exemptions asserted, and records disclosed.
• Coordinate with the Chancellor’s Office and other CSU campuses on systemwide or multi-campus requests to ensure consistency and compliance.
• Aid in developing and refining internal protocols, templates, and best practices for public records access and compliance.
• Perform related duties as assigned in support of the University’s transparency and records access obligations.

Qualifications

• A Bachelor’s degree is required.
• Proficiency with Microsoft Office is required.
• Prior experience working with public records laws, legal compliance, or governmental transparency is preferred.

Benefits

• Comprehensive Health, Dental, and Vision Benefits
• A generous vacation plan with 15 paid holidays a year
• Tuition waiver education program (also applies to eligible family members)
• Membership in the California Public Employees Retirement System (PERS)
• Premium Benefits Package

Pay

The anticipated salary hiring range is up to $110,000 per year, commensurate with qualifications and experience.

Schedule

This is a 3/2 hybrid position, where the Records Access Officer will work in-person at the Chancellor’s Office, Long Beach three days per week, and remotely two days per week. The incumbent is required to work in-person on certain dates at management’s discretion.