Records Management Specialist

Position Summary

The Records Management Specialist is responsible for receiving, processing, and responding to public records requests submitted to the City, with an initial emphasis on requests directed to the Police Department and the management of police records, in accordance with the Georgia Open Records Act, O.C.G.A. § 50-18-70 et seq.. This position ensures the timely, accurate, and legally compliant release of public documents while protecting information exempt from disclosure under O.C.G.A. § 50-18-72. The role requires strong attention to detail, excellent customer service skills, and a working knowledge of records retention and public disclosure requirements. This position is also responsible for working with departments to ensure records are uploaded into the City’s records repository and that the City’s records comply with the City’s records retention schedule.

Essential Duties and Responsibilities

• Receive, log, and track public records requests submitted in person, by mail, email, or through an online records request portal
• Review requests for clarity and completeness; communicate with requesters to clarify scope when needed
• Locate, retrieve, and compile responsive records from various city departments, including digital and physical files
• Review records for exempt or confidential information (e.g., personnel records, law enforcement records, attorney-client privileged material) and apply appropriate redactions in accordance with OCGA and City Attorney guidance
• Coordinate with department staff and legal counsel on complex, sensitive, or ambiguous requests
• Calculate and communicate any applicable fees for copying, staff time, or record production, in accordance with the Georgia Open Records Act.
• Track and meet statutory response deadlines and communicate with requestors as required by OCGA.
• Maintain accurate logs and files of all requests, responses, correspondence, and fee transactions
• Administer, under the direction of the City Clerk, the city's records retention schedule and filing systems, both physical and electronic
• Prepare regular reports on records request volume, response times, and trends for city management
• Stay current on changes to open records/public information laws the Georgia Open Records Act, the Georgia Records Act, and law enforcement records requirements and best practices
• Provide courteous, professional customer service to the public, media, attorneys, and other requesters
• Perform other clerical and administrative duties as assigned

Qualifications

Minimum Qualifications

• High school diploma or equivalent required; associate's degree in records management or related field preferred
• 1–3 years of experience in records management, administrative support, legal support, or customer service; municipal government experience a plus
• Working knowledge of the Georgia Open Records Act, O.C.G.A. § 50-18-70 et seq., or completion of Georgia’s mandated Clerk training within six months of hire
• Proficiency with Microsoft Office (Word, Excel, Outlook) and records management or document imaging software such as Adobe Acrobat
• Strong written and verbal communication skills
• High level of accuracy and attention to detail
• Ability to handle sensitive and confidential information with discretion
• Strong organizational and time-management skills, with the ability to manage multiple requests and deadlines simultaneously

Preferred Qualifications

• Notary Public certification or willingness to obtain within six months of hire
• Certified Municipal Clerk (CMC) or working toward certification
• Georgia Archives records management training or Certified Records Manager (CRM) credential
• Experience with electronic records request management and content management systems such as JustFOIA, Laserfiche, and CivicPlus
• Familiarity with records retention schedules and archival best practices
• Current GCIC/CJIS Network Operator certification and prior experience with law enforcement records management

Physical Requirements / Work Environment

• Standard office environment
• Occasional lifting of records boxes or files (up to 25 lbs)
• Extended periods of sitting and computer use
• Occasional travel between city departments/buildings to retrieve records
• Periodic exposure to graphic or disturbing audio and video content when reviewing law enforcement recordings

The City of Villa Rica offers a complete benefits package to full-time employees including healthcare, dental care, vision care, Flexible Spending Account (FSA), life insurance, long-term disability insurance, short term disability insurance, pension,12 paid holidays, vacation, sick leave, Employee Assistance Program (EAP) and a 457(b) retirement plan with a City match.

Background screenings are conducted prior to employment.

City of Villa Rica does not discriminate on the basis of race, color, national or ethnic origin, gender, religion, disability, age, political affiliation or belief, veteran status, or citizenship status (except in those special circumstances permitted or mandated by law).

Due to a high volume of applications received, we are unable to contact each applicant individually.