Golden Gate Regional Center
Appeals and Records Administrator
Full-Time
$63k - $75.6k/yr
Senior
Bachelor's, Master's
San Francisco, CA, USA
Hybrid
Hybrid role with local travel in San Francisco, San Mateo, and Marin Counties and occasional statewide travel in California; reliable transportation is required.
About the job
Requirements
- A Bachelor's degree in public policy, public administration, political science, or a related field is required.
- A minimum of five years of progressively responsible administrative or analytical experience in program management, policy analysis, or compliance is required.
- Familiarity with government operations, transparency laws, and compliance requirements is required.
- Demonstrated ability to manage confidential and sensitive information with discretion is required.
- Ability to manage multiple requests, prioritize tasks, and meet tight deadlines accurately and professionally is required.
- Ability to lead and manage California Public Records Act compliance within a regional center is required.
- Ability to prepare, organize, and present reports, articles, and related informational material is required.
- Ability to independently organize work, set priorities, meet critical deadlines, and follow up on assignments is required.
- Ability to use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines is required.
- Strong verbal and written communication skills are required.
- Strong attention to detail, especially when reviewing and redacting sensitive content, is required.
- Ability to establish and maintain positive and effective working relationships is required.
- Ability to maintain discretion, confidentiality, and diplomacy in sensitive situations is required.
- Ability to train and collaborate effectively in support of Public Records Act requirements and best practices is required.
- Ability to operate basic office equipment, including scanners, copiers, fax machines, and phones, is required.
- Intermediate knowledge of Microsoft Word, Excel, PowerPoint, and Outlook is required.
- Ability to use the internal records system is required.
Responsibilities
- Serve as the main point of contact for all public records requests.
- Track, analyze, and respond to requests in compliance with the California Public Records Act, legal requirements, and internal policies.
- Coordinate with departments to access and compile electronic and physical records.
- Redact records and maintain redaction and exemption logs.
- Manage high-volume requests in a timely and professional manner.
- Use computer systems and software relevant to request processing.
- Assist departments in preparing for internal audits related to public records.
- Develop, implement, and update policies and procedures related to records management and transparency compliance.
- Ensure alignment with federal, state, and local requirements.
- Conduct regular reviews to monitor and improve program effectiveness using data and performance benchmarks.
- Maintain data for technical reports and summaries that inform leadership and support process improvement.
- Maintain and update Health Insurance Portability and Accountability Act policies and procedures, including administrative, technical, and physical safeguards.
- Monitor changes to the Health Insurance Portability and Accountability Act and relevant state laws and recommend and implement updates.
- Provide Health Insurance Portability and Accountability Act security training to workforce members.
- Train staff on the California Public Records Act and records-management and privacy-compliance best practices.
- Communicate with requestors, legal counsel, and internal stakeholders to ensure timely and appropriate responses.
- Facilitate appeals by compiling required documentation and preparing appeal packets.
- Provide backup coverage for the Senior Appeals and Complaints Analyst and participate in appeal coordination meetings and trainings.
- Upload confidential appeal documents to Golden Gate Regional Center electronic records and Office of Administrative Hearings systems.
- Maintain files and databases for California Public Records Act and appeals matters; perform routine data analyses for internal reports and trend tracking.
- Support departments in preparing for audits and assist with process-improvement initiatives during variable workloads.
- Compose specialized correspondence and respond to internal and external inquiries regarding records or appeal status.
- Provide cross-functional support and coordination for responses to 4731, Whistleblower, Citizen, Early Start, Vendor, and other complaints as directed.
- Maintain client information as confidential in compliance with the Health Insurance Portability and Accountability Act and the California Lanterman Act.
- Perform other related duties as assigned.
Desired Qualifications
- A Master's degree is preferred.
- Records Manager Certification is highly desired.
- Experience responding to the California Public Records Act or equivalent public-records legislation is highly preferred.
- Experience working with legal or compliance departments is preferred.
- Experience in the regional center system is a plus.
- Experience in multicultural settings and/or multilingual capacity is desirable.