Administrative Specialist - Open Records Assistant

UNCLASSIFIED POSITION IN THE FULTON COUNTY SHERIFF'S OFFICE

Job Function: OPEN RECORDS ASSISTANT

Minimum Qualifications:

EDUCATION: Associate's or Bachelor's degree in criminal justice, public administration, legal studies, or a related field is desirable. Will accept applicants with a High School diploma and strong administrative support experience in a professional work environment.

EXPERIENCE: Previous administrative support experience is required. Experience in a legal, government, or law enforcement setting, particularly involving records management or processing requests, is highly preferred.Skills:

Proficiency in using computer systems and software, including Microsoft Office Suite (Word, Excel, Outlook) and database management.

Ability to learn and utilize open records tracking and redaction system.

Excellent organizational and time management skills with the ability to prioritize tasks and manage multiple requests simultaneously.

Strong attention to detail and accuracy in data entry and document review.

Good written and verbal communication skills.

Ability to maintain strict confidentiality regarding sensitive information.

Ability to work independently and as part of a team.

Basic understanding of legal terminology is a plus.

Desired Attributes:

Proactive and able to take initiative in managing tasks.

Strong problem-solving skills.

Ability to work effectively under pressure and meet deadlines.

Customer service oriented with a professional and helpful demeanor.

A strong sense of integrity and ethical conduct.

Physical Demands and Work Environment:

Work is primarily performed in a standard office environment. May require extended periods of sitting, data entry, and reviewing documents. Occasional lifting or moving of boxes of records may be required. The work environment is fast-paced with competing deadlines.

Specific License or Certification Required: May require possession and maintenance of valid State of Georgia Notary Public certification.

KSAs: Must be able to demonstrate proficiency in Performance of the essential functions and learn, comprehend, and apply all county or departmental policies, practices, and procedures necessary to function effectively in the position.

JOB SUMMARY:

The Open Records Unit Assistant provides essential administrative and technical support to the Open Records Administrator and the Open Records Unit in the efficient and lawful processing of public records requests. This role involves a variety of tasks related to receiving, tracking, gathering, reviewing, and disseminating information in accordance with applicable open records laws and agency policies. The ideal candidate will be highly organized, detail-oriented, possess strong technical skills, and maintain strict confidentiality.

ESSENTIAL DUTIES and RESPONSIBILITIES:

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Request Intake and Logging: Receive incoming open records requests via mail, email, online portal, or in-person. Accurately log each request in the agency's tracking system, ensuring all required information, such as requestor contact details, date of request, and scope of the request, is captured.

Initial Review and Routing: Perform an initial review of requests to understand the nature and scope of information sought. Route requests to the appropriate internal departments or personnel for records identification and collection.

Records Gathering and Coordination: Assist in coordinating with various departments and individuals within the agency to gather potentially responsive records. Follow up on pending requests for records to ensure timely submission.

Document Organization and Preparation: Organize collected records in a systematic manner. Prepare documents for review by the Open Records Administrator, which may include Bates stamping or indexing.

Basic Redaction Assistance: Under the guidance of the Open Records Administrator or legal counsel, assist with the identification and basic redaction of information exempt from disclosure under applicable open records laws (e.g., personal identifying information, confidential sources) using designated software.

Response Preparation Support: Assist in drafting routine correspondence to requestors, such as acknowledgments, requests for clarification, or notifications regarding estimated costs or delays.

Fee Calculation Assistance: Assist in calculating applicable fees for requests based on established agency policies and statutory guidelines, such as search, review, and copying costs.

Record Keeping and Filing: Maintain accurate and organized physical and electronic files for all open records requests and their corresponding responses. Ensure proper indexing and archiving of released and redacted documents.

Database Management: Input and update information in the open records tracking system or database, ensuring data integrity and accuracy.

Communication: Serve as a point of contact for routine inquiries from requestors regarding the status of their requests, under the direction of the Open Records Administrator.

Compliance Assistance: Stay informed about basic requirements of applicable open records laws and agency policies related to records management and disclosure.

Administrative Support: Provide general administrative support to the Open Records Unit, including managing calendars, scheduling meetings, preparing reports, and maintaining office supplies.

Confidentiality and Security: Handle all records and information with the utmost confidentiality and ensure compliance with security protocols.

Assisting with Legal Review Preparation: Prepare compiled and initially reviewed documents for legal review when necessary.

Continuity of Operations: Provide support to ensure the continuous and timely processing of requests, even during periods of high volume.

Additional Functions:

Performs other related duties as required.

Special Requirements:

*All applicants must agree to and successfully pass a background investigation, drug screening and polygraph to be considered for employment with the Fulton County Sheriff's Office.*

EXAMINATION:

The examination will consist of an evaluation of education and experience, accomplished by analysis of the application. Application must document that the applicant possesses the minimum knowledge, skills, education and experience as listed to be rated as qualified. If selected, an official, accredited college transcript is required, at time of employment, for all degrees/course work used to qualify for this position.

ALL APPLICATIONS MUST BE COMPLETED IN FULL BEFORE THEY ARE SUBMITTED. PLEASE REVIEW ALL APPLICATIONS FOR ACCURACY AND MAKE ALL CORRECTIONS BEFORE SUBMITTAL BECAUSE ERRORS CAN RESULT IN NOT MEETING THE MINIMUM QUALIFICATIONS. ADDITIONAL INFORMATION WILL NOT BE ACCEPTED AFTER ALLOCATIONS ARE RECEIVED BY THE PERSONNEL DEPARTMENT.

Performance Aptitudes:

Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.

Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.

Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.

It is the policy of Fulton County that there will be equal opportunity for every citizen, employee and applicant, based upon merit without regard to race, color, religion, national origin, gender, age, genetics, disability or sexual orientation.