DEPARTMENT OF ECONOMIC SECURITY

Division of Aging and Adult Services (DAAS)
Records Unit
Address: 1789 West Jefferson Street, Phoenix, Arizona 85007

Salary: Salary: $56,000.00 - $65,000.00 / Annually 

Grade: 20

Closing Date: 5/14/2025

Would you like to be part of an amazing team that helps Arizonans thrive? At the Department of Economic Security (DES) we strengthen individuals, families, and communities for a better quality of life. DES is looking for individuals who are committed to service, community, and teamwork. To learn more about DES please visit des.az.gov; or click on the link here to view ‘Our DES’ video. Come Join the DES Team!

DES is seeking an experienced and highly motivated individual to join our team as a Records Supervisor to oversees a team of staff that are responsible for the proper processing of public records requests, Adult Protective Services (APS) investigation records requests, and APS document retention. This position will both supervise staff responsible for process incoming (APS) records requests and letters to clients and, as necessary, process these requests to ensure records and letters are delivered within specific time frames. This position provides expertise, quality assurance, and training in records management practice, HIPAA, Address Confidentiality Program (ACP), federal privacy laws, and Adult Protective Services statutes and regulations surrounding records. Serves as primary liaison with public records office and will be responsible for managing all records retention and management for APS.

This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures.

The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State’s Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.

Essential Duties and Responsibilities include but are not limited to:

• Oversee all records requests processes, including processing of letters to clients, and compliance with required timeframes for response and escalation. Ensure redaction is appropriate. Coordinate with IT administration on any system issues impacting records processes and statutory/policy records requirements.
• Process public records requests during periods of high request volume and when the requests are highly sensitive. Provides leadership and mentorship to staff. Conducts monthly 1:1 performance meetings, semi-annual performance appraisals, approves timesheets, schedules staff.
• Provides reporting and meets on a regular cadence with various levels of leadership about trends and internal and external barriers to timely record receipts. Participates in problem solving to expedite processes.
• Required to routinely present to various leadership levels and DAAS staff on updates on trends and barriers, in both formal and informal settings. They will also train and provide instruction to subject matter experts and other staff.
• Actively participate in problem solving to expedite processes. Contact various internal and external entities, including hospitals, police departments and medical facilities, to resolve delays in records receipts.

Knowledge of:
• Records management practices, including retention policies and redaction techniques
• Federal and State statutes and administrative rules for providing Department record requests; applicability of Federal regulations and rules concerning HIPAA and other privacy and records statutes and policies
• State Statues as it pertains to the Address Confidentiality Program

Skill In:
• Strong written and oral communication; analyzing varying amounts and types of information and data; managing numerous requests simultaneously; and using multiple computer applications efficiently and accurately.
• Operational analysis of programs and activities
• Application of state and federal laws and programmatic policies/procedures

Ability to:
• Process information and data involving record requests received from the public, law firms, law enforcement and state agencies.
• Write accurately and concisely documents that relate to record requests, confidentiality, HIPAA
• Successfully manage multiple tasks, conflicting priorities and deadlines
• Handle highly confidential documents and information; meet legally imposed deadlines; maintain cooperative and professional relationships with staff; analyze and evaluate substantial amounts of information and make determinations as to responsive versus unresponsive documents, or portions of documents

The ideal candidate for this position will have:
• Requires 2 years of experience in records management or associate’s degree in paralegal studies, library science, or management OR
• Certificate program in records management and 1 year of experience in records management. Supervisory experience strongly preferred.

• This position may require driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver’s License Requirements. Any employee operating a motor vehicle on State business must possess and retain a current, valid class-appropriate driver’s license, complete all required training, and successfully pass all necessary driver’s license record checks. The license must be current, unexpired, and neither revoked nor suspended. Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records, and must complete all required driver training. An employee who operates a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) R2-10-207.11).
• Successfully pass background and reference checks; employment is contingent upon completion of the above-mentioned process and the agency’s ability to reasonably accommodate any restrictions.
• Candidates for this position shall be subject to a search of both the Child Protective Services Central Registry pursuant to A.R.S. 8-804 and the Adult Protective Services Registry pursuant to A.R.S. 46-459.
• A.R.S. 41-1968 Each employee of the department who has contact with children or vulnerable adults shall have a valid, unrestricted Level One fingerprint clearance card issued pursuant to section A.R.S. 41-1758.07.
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

The Arizona Department of Economic Security offers a comprehensive benefits package to include:

• Affordable medical, dental, life, and short-term disability insurance plans
• Participation in the Arizona State Retirement System (ASRS) and long-term disability plans
• 10 paid holidays per year
• Vacation time accrued at 4.00 hours bi-weekly for the first 3 years
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
• Sick time accrued at 3.70 hours bi-weekly
• Deferred compensation plan
• Wellness plans
• Tuition Reimbursement
• Stipend Opportunities
• Infant at Work Program
• Rideshare and Public Transit Subsidy
• Career Advancement & Employee Development Opportunities
• Flexible schedules to create a work/life balance

By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.

Learn more about the Paid Parental Leave pilot program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

State employees are required to participate in the Arizona State Retirement System (ASRS), the State sponsored retirement contribution plan and the Long-Term Disability (LTD) program after a 27-week waiting period. The ASRS defined benefit plan provides for life-long income upon retirement. You will also have the option to participate in a voluntary deferred compensation program to take advantage of tax-deferred retirement investments.

On, or shortly after, your first day of work you will be provided with additional information about the available insurance plans, enrollment instructions, submission deadlines and effective dates.

For questions about this career opportunity, please contact Brenda Cruz at 480-493-9033 or daashr@azdes.gov.

The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting Brenda Cruz at 480-493-9033 or daashr@azdes.gov. Requests should be made as early as possible to allow time to arrange the accommodation.