FOIA and Public Records Officer

The City's FOIA and Public Records Officer manages and coordinates the City’s compliance with the Virginia Freedom of Information Act (FOIA), Virginia Public Records Act (VPRA), and related laws and regulations. Serves as primary point of contact for FOIA requests and ensures City meets its legal obligations to provide timely and accurate responses. Provides overall records management coordination for the City departments, serving as a liaison to the Library of Virginia (LVA) and providing guidance to City staff. Work is performed under general supervision and reports to the City Attorney.

The preferred hiring range for this position is between $68,298.24 - $87,502.61 Annually. Starting offer is based on applicable education, experience, and internal equity. This is a full-time, exempt, position which provides excellent benefits including 13 paid holidays plus 1 floating holiday, paid vacation and sick leave, health insurance options with employer contribution, employer-paid life insurance, City's retirement options, gym membership reimbursement, tuition reimbursement, and continuing education/training opportunities. 

• For a general summary of benefits offered by the City, please click the 'benefits' tab on this posting, or visithttps://www.charlottesville.gov/1047/Employee-Benefits.
• The City of Charlottesville manages its own retirement system which offers both a defined benefit and a defined contribution option.  While the City does not participate in VRS, the City has a Portability Agreement with VRS and there are certain provisions that must be met. For questions pertaining to the Portability Agreement, please contact the City's Benefits Administrator at 434-970-3462.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations will be considered to enable individuals with disabilities to perform the essential functions. The essential functions of the job are not limited to those listed in the job description.  The City retains the discretion to add to or change the duties of the position at any time.

As the City’s Freedom of Information Act Officer:

• Receives and processes FOIA requests from the public and other organizations, ensuring that all necessary information is provided and that the request is properly documented and tracked.
• Conducts initial review and analysis of each FOIA request to determine if the requested information is subject to FOIA, whether the request is sufficiently specific to permit the identification of the requested records, and whether any exemptions or exclusions apply.
• Coordinates and manages responses with other departments or agencies within the organization to gather the requested information and ensure that it is properly redacted and reviewed for any sensitive or confidential information.
• Reviews documents and/or footage and provides redactions as per any applicable exemptions or exclusions, and performs similar tasks as required.
• Prepares and issues responses to FOIA requests promptly and accurately, ensuring that all legal and regulatory requirements are met.
• Receives time estimates and communicates financial information to FOIA requestors; receives and deposits payments related to fulfillment of FOIA requests.
• Maintains records and documentation related to FOIA requests and responses, ensuring that all records are properly categorized, stored, and made available to the public as required by law.
• Provides training and guidance to other employees within the organization on FOIA compliance and best practices.
• Manages appeals and disputes related to FOIA requests, coordinating with legal counsel as needed and working to resolve disputes promptly and efficiently.

As the City’s Records Officer:

• Provides overall records management coordination for the City, including but not limited to paper records, electronic records and audio/visual recordings.
• Coordinates the City’s record management program in accordance with applicable policies (existing and to be created), including compliance with the State Code, the Virginia Public Records Act (VPRA), and the Library of Virginia (LVA).
• Develops and maintains a list of Department Records Coordinators (DRCs) and provides training to coordinators, as needed.
• Coordinates departmental record-keeping responsibilities with assigned DRCs; periodically meeting with them to review records management compliance and activity.
• Identifies risks related to the City’s record-keeping activities; conducts reviews of record-keeping areas to ensure environmental protection of records.
• Maintains master list of LVA records retention schedules applicable to the City; maintains specific departmental lists of records responsibilities.
• Coordinates with Information Technology to identify and initiate the destruction of electronic public records retained in communal areas such as the City’s public drive, Laserfiche, email, etc., in compliance with all applicable state and federal regulations.
• Identifies and initiates the destruction of physical records according to LVA retention schedules.
• Collaborates with Information Technology to develop electronic solutions and/or workflows to reduce paper records.
• Maintains accurate inventory of records maintained by any of the City’s external records vendors.
• Establishes, reviews, and updates the City’s Records Management Policies and Procedures.
• Develops Standard Operating Procedures (SOPs) for DRC responsibilities, to ensure compliance with record retention policies and procedures. Works alongside the Clerk of Council to establish SOPs for City Council and Council-appointed boards and commissions.
• Creates, updates, and makes accessible, records management resources for employees.
• Conducts annual training on records management for general City staff, or more frequently as needed.
• Prepares/maintains Records Emergency Action Plan for the City in coordination with the Office of the City Manager, Information Technology, and the Emergency Management Coordinator.

Other Duties:

• Maintains working knowledge of current laws and policies governing records and information management.
• Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time.
• Regular and reliable attendance.
• Performs additional duties to support operational requirements as apparent or assigned.

Education and Experience: Candidates may qualify by demonstrating the required knowledge and skills outlined for the job through experience(s) other than formal education.

• Bachelor’s degree AND at least 2 years of experience in a related field such as government compliance, records retention, or legal support including demonstrated knowledge of Freedom of Information and records management principles.

• Associate’s degree AND at least 4 years of experience in a related field such as government compliance, records retention, or legal support, including demonstrated knowledge of Freedom of Information and records management principles.

• High School Diploma or GED AND at least 6 years of experience in a related field such as government compliance, records retention, or legal support, including demonstrated knowledge of Freedom of Information and records management principles.

• An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above.

Preferred:

• Coursework in legal, paralegal studies, records management, information governance, public policy, communications, or another related field.
• Five (5) or more years of professionally responsible administrative experience within a local government.
• Records management experience.
• Familiarity with support software programs utilized for FOIA and records management.

Certifications/Licenses/Other Requirements:

• Must become registered as FOIA Officer with the Virginia FOIA Council.
• Must become registered as Records Officer with the Library of Virginia.
• Required to successfully pass a pre-employment background check and pre-employment drug screen.

Knowledge, Skills, Abilities and Other Characteristics: 
Job Knowledge:

• Knowledge of Commonwealth of Virginia’s laws and regulations related to freedom of information requests and public meeting regulations as contained in the Virginia Freedom of Information Act (VFOIA).
• Knowledge of and familiarity with Commonwealth of Virginia’s laws and regulations related to records management, including the Virginia Public Records Act (VPRA).
• Knowledge of and familiarity with the Library of Virginia (LVA) records retention policies.
• Some knowledge of related legal requirements regarding records disclosure, such as the Government Data Collection and Dissemination Practices Act (GDCDPA).
• Knowledge of and familiarity with support software programs that can be utilized for records management, and GovQA as the City’s FOIA software.
• Knowledge of modern office methods and procedures, including managing files and records.
• Knowledge of City's policies, practices, methods, objectives, and goal.

Reading:

• Intermediate: ability to read and understand written materials such as codes, regulations, ordinances, various reports, newspapers, magazines, journals, multi-step instruction manuals, and reference materials.

Writing:

• Intermediate: ability to organize data and write clear and concise reports, prepare materials such as business letters, explanations, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.

Math:

• Basic: ability to perform the four basic arithmetic operations of addition, subtraction, multiplication, division.

Communication Skills:

• Intermediate: Establish and maintain effective working relationships with the Clerk of Council Office, the City Manager’s Office, the City Attorney’s Office, the Department of Information Technology, City Staff, City Council and appointed boards/commissions members, Library of Virginia officials, external vendors, and the public. Ability to explain standard to complex information both orally and in writing. Ability to communicate and/or present to groups of people with poise and confidence. Contacts may involve stressful, negative interactions requiring high levels of tact and the ability to respond to aggressive interpersonal interactions. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas.

Independence and Decision-Making:

• Requires General Direction: normally performs the job by following general instructions or established standard operating procedures and/or policies. There is some discretion when making decisions among a few easily identifiable choices of the appropriate procedure or policy to apply to duties. Performance is reviewed frequently.

Technical Skills:

• Skilled: comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the assigned and apparent job responsibilities. Proficiency with Microsoft Office, Microsoft 365, Adobe Acrobat Pro, and other modern office computing systems. Proficiency with Laserfiche.

Fiscal Responsibilities:

• Completes research for documents, compiles data for computer entry, and/or enters or oversees data entry.  Has responsibility for monitoring budget/fiscal expenditures (typically non-discretionary expenditures) for a work unit of less than department size (programs, activities, projects or small organizational units). Responsible for financial transactions related to FOIA.  May recommend budget allocations.

Supervisory Responsibilities:

• No responsibility for direction or supervision of others.

Other Characteristics:

• Excellent organization and time management skills; sometimes under strict time constraints and time pressures.
• Tedious or exacting work.
• Working with others as part of a team.
• Independently balance multiple tasks simultaneously.
• Constant interruptions and requests for service.
• Must understand and work effectively with sensitive and confidential issues and information.
• May require dealing with angry, frustrated and/or upset individuals.
• May be required to work additional hours outside normal schedule.

Physical Demands:

• Sedentary Work: Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Must occasionally move about inside the office to access file cabinets, office machinery, etc. and must constantly position self to maintain files in file cabinets.
• Must be able to communicate information and ideas so others will understand.  Must be able to exchange accurate information in these situations.
• Ability to observe details at close range (within a few feet of the observer).

Machines, Tools, Equipment, Software and Hardware:

• Typically requires use of standard office equipment and telephone, and related software and hardware; and any other equipment as appropriate or as assigned.  

Work Environment:

• Work is performed in an office environment where there may be exposure to computer screen for extended periods of time, monitor glare, and dust.
• The noise level is usually moderate.

Salary : $68,298 - $87,503