Updated: Jul 2, 2021 Location: UC Irvine Campus Job Type: Department: Public Records Office
Job Opening ID: 20508
Reports To: Assistant Director Information Practices Coordinator
Working Title: Public Records Analyst
Department: Public Records Office
Bargaining Unit: 99
Payroll Job Code: 007397
Job Location: UCI Campus- Irvine
Percent of Time: 100%
Work Schedule: M-F, 8-5
Employee Class: Contract
The Division of Equal Opportunity and Compliance consists of the following functional areas: Ethics and Compliance Public Records Privacy Administrative Policies and Procedures Equal Opportunity and Affirmative Action ADA Compliance Title IX Discrimination and Sexual Harassment Whistleblower The Public Records Office (PRO) coordinates the University's response to requests for records made under the California Public Records Act (CPRA) and the Information Practices Act of 1977 (IPA). General responsibilities are to: Receive and log requests for records. Notify offices on campus that a request was received. Collect documents from offices on campus and the Medical Center. Review collected documents for responsiveness and exempt information. Release documents to requesters.
Under general supervision, incumbent will process, and respond to requests for records under the California Public Records Act (CPRA), Information Practices Acts (IPA) and the Family Educational Rights and Privacy Act (FERPA). The Public Records Analyst will correspond with requesters, track requests for records, and analyze the scope of the request to identify responsive records. Under the direction of the Public Records Office staff, incumbent organizes responsive documents, reviews and redacts exempted information prior to releasing records. The work requires the analyst to establish and maintain an understanding of university functions, positive working relationships with campus contacts, and accommodations to help record holders with locating and collecting records. Public Records work requires the analyst to work with requesters to clarify requests for records, define the scope of searches, gather data related to a request and propose solutions that balances the public's right to access records against personal privacy rights and other confidentiality considerations. This position requires timeliness, the ability to frequently reset priorities, and organize and communicate information to and from multiple sources, including department managers, campus counsel, and others. Incumbent will serve as support for office initiatives and activities including scheduling, training, document scanning, and other general office duties. Applies professional concepts to conduct analytical studies or projects of moderate scope and complexity to address a variety of policy, research and procedural issues. Fully analyzes issues and problems, gathers data and information, finds and evaluates alternatives and makes sound recommendations.
Bachelor's degree in related area and / or equivalent experience / training.
Strong computer skills with proficiency in the use of the Microsoft Windows operating system and the following application programs: Microsoft Word, Microsoft Outlook, Microsoft Excel, Microsoft Access, Microsoft PowerPoint, electronic mail, and the Internet. Familiarity with Adobe Acrobat and the use of .pdf formatted files
Proficient in communication and interpersonal skills to communicate effectively, both verbally and in writing. Ability to consistently maintain professional demeanor as a representative of the university.
Proficient in ability to use discretion and maintain all confidentiality. Ability to maintain and safeguard confidentiality of documents.
Demonstrates ability to use sound judgment in responding to issues and concerns.
Demonstrates ability to analyze, research and synthesize large amounts of data with strong attention to detail.
Proficient in ability to multi-task with demanding timeframes with the judgement to seek assistance from the public records team to meet statutory obligations to provide timely access to records.
Working knowledge of applicable policy analysis techniques. Ability to comprehend and apply State and Federal laws and University policies related to information practices and public records. Ability to use knowledge of public records law, privacy practices university policy and system wide guidance to collect and prepare information for use in discussions, meetings with colleagues and external constituents.
Ability to communicate clearly and accurately with proper grammar to a diverse group of internal and external stakeholders.
Effective interpersonal skills including the ability to work in a team environment and work collaboratively with coworkers and others; demonstrated ability to effectively use tact and diplomacy to solicit cooperation from individuals in a complex and diverse environment.
Familiarity with University of California administrative and academic organizational structure, mode of governance, general policies, procedures, and regulations preferred.
Knowledge of and experience with privacy and freedom of information (FOI) laws, such as the California Public Records Act, California Information Practices Act, Freedom of Information Act, Family Educational Rights and Privacy Act, and Health Insurance Portability and Accountability Act.
Experience with public sector records management.
Final candidate subject to background check. As a federal contractor, UC Irvine is required to use E-Verify to confirm the work status of individuals assigned to perform substantial work under certain federal contracts/subcontracts.
The University of California, Irvine is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC nondiscrimination policy.
UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500.
Since 1965, the University of California, Irvine has combined the strengths of a major research university with the bounty of an incomparable Southern California location. UCI's unyielding commitment to rigorous academics, cutting-edge research, and leadership and character development makes the campus a driving force for innovation and discovery that serves our local, national and global communities.