POSITION OVERVIEW

Under general direction, the Public Records Administrator performs highly responsible, complex, and varied administrative and analytical work in the development, implementation and administration of a wide range of programs aimed at ensuring the regional center’s compliance with their California Public Records Act (“CPRA”) obligations under the Disability Equity, Transparency, and Accountability Act of 2024 (Assembly Bill 1147). This role will be responsible for overseeing, coordinating, analyzing, processing, evaluating, and responding to public records requests for the center. This position will also be responsible for developing, implementing, and updating policies and procedures related to records management. The position will frequently deal with complex, confidential, and sensitive information and must be able to do so with tact and discretion.

ESSENTIAL FUNCTIONS

• Manages public records requests effectively by using computer systems, software applications relevant to work performed, and modern business equipment.
• Acts as the main point of contact for public records requests received by the center.
• Tracks and responds to all public records requests in compliance with the CPRA, and any other legal requirements or departmental policies.
• Partners with technical staff to access records in electronic file formats.
• Coordinates with various departments to gather and compile records responsive to requests.
• Redacts records and prepare appropriate redaction and exemption logs.
• Manages voluminous requests with professionalism and timeliness.
• Supervises, motivates, plans, trains, directs, and evaluates assigned staff within the custodian of records department
• Communicates effectively with requestors and collaborates with the legal department, and other necessary parties to coordinate timely and appropriate responses.
• Trains and supervises other staff in the CPRA and records management best practices. Providing ongoing HIPAA security training to workforce members ensuring staff understand their role in protecting PHI.
• Develops and standardizes procedures and methods to improve and continuously monitor the effectiveness of assigned programs by utilizing analysis and benchmarks to identify opportunities for improvement.
• Assists with the implementation of procedural, administrative, or operational changes after approval; prepares comprehensive technical records and reports.
• Ensures compliance with federal, state, local agency requirements.
• Creates, reviews, and updates HIPAA policies and procedures ensuring policies address administrative, physical safeguards. Stays informed with changes to HIPAA regulations and relevant state laws, recommending and implementing updates as needed.
• Conducts regular risk assessments audit to identify vulnerabilities in systems handling PHI. Implements and monitors risk mitigation strategies.
• Develops and manages an incident response plan. Investigates security incidents and breaches, documents findings, and implements corrective actions.
• Ensures Business Associate Agreements (BAAs) are in place and include appropriate security requirements. Monitor third-party vendors' compliance with HIPAA Security Rule.
• Prepares for and responds to audits from HHS/OCR or other regulatory agencies.
• Collaborates with the IT Officer on privacy to ensure consistent application of HIPAA rules across both privacy and security domains including third-party vendors' compliance with HIPAA Security Rule and ePHI. This includes electronic risk assessments.
• Supports effective and efficient business practice.
• Maintains positive business relationships, confidentiality, good attendance, punctuality, and acts in accordance with all company policies and procedures.
• This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

SUPERVISORY RESPONSIBILITIES

• Plans, manages, and oversees the daily functions and operations of the Custodian of Records system

MINIMUM QUALIFICATIONS

• Bachelors degree in public policy, public administration, political science, or a related field and six (6) years of increasingly responsible professional administrative experience performing a variety of analytical functions, such as program management, policy analysis, and organizational development, preferably in a local government, public or legal agency.
• Knowledge of applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned areas of responsibility including, but not limited to the Conflict of Interest Code, and the CPRA.
• Knowledge of organization and management practices of public agencies.?
• Knowledge of principles, practices, and procedures related to public agency record keeping.
• Knowledge of methods and techniques of research, analysis, report preparation, and presentation.
• Knowledge of principles and practices of public sector budgeting and finance.
• Knowledge of principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
• Ability to lead and direct CPRA compliance within the regional center.
• Ability to supervise and coordinate maintenance of the center’s official records.
• Ability to research, analyze, and evaluate new service delivery methods, procedures, and techniques.
• Ability to prepare, organize, and present reports, articles and related informational material.
• Ability to handle sensitive and confidential information.
• Ability to independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Ability to use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Ability to effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Ability to communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Ability to establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Must have a valid CA driver’s license, reliable vehicle, and vehicle insurance.

PREFERRED QUALIFICATIONS

• Records Manager Certification is highly desired
• Bilingual preferred.

TRAVEL REQUIREMENTS

• Must have the ability to travel within CVRC’s six-county-wide region as assigned or required.

WORKING CONDITIONS 

Professional office environment. Noise level in the office is low to moderate depending on area. Individual workspace is assigned and varies from open cubicle to private office.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Manual dexterity for typing on a computer keyboard. Specific vision abilities including close vision, distance vision, depth perception, and ability to adjust focus required to view computer monitor, read numbers and printed material. Mobility sufficient to reach, lift and transport files and other work material to work areas. Sitting for extended periods of time.