Public Records Analyst

Public Records Analyst
Technical records management position responsible for coordinating public records request management and fulfillment and records retention for the City of Cleveland.  Works under the direct supervision of the Public Records Manager with the opportunity to exercise independent judgment in performing assigned duties. Work is reviewed for conformity to legal, policy, and professional standards.  Performs general office support and highly confidential, technically-skilled clerical work.

Typical Tasks:  View or listen to graphic reports, audio and video recordings and visual depictions related to crimes.  Receive records requests from the public and internally. Review assigned requests for legal sufficiency as a proper records request.  Identify any deficiencies, convey them directly to requesters and assist with clarification. 

Be familiar with the City’s Records Retention Schedule. Identify department(s) that are the custodian of the requested records and route the request(s) accordingly. Monitor assigned requests and confirm responsive records have been uploaded.  

Review documents, audio, video, and body camera footage for required redactions in compliance with state and federal law. Completes necessary redactions, proofread work.  Consult with public records attorneys regarding the legal basis to redact or withhold as needed. Consult with attorneys for review of records, as needed.
Monitor communications with requesters and provide timely responses.  Release documents to requesters, fully or on a rolling basis, every week and respond to telephone calls, emails and messages from requesters, City employees and members of the public.

Maintain familiarity with assigned requests, the City’s Open Data Portal and be knowledgeable about publicly available datasets. Attend training and actively pursue professional development to keep current with the Ohio Sunshine Laws.Bachelor’s Degree in Library Science, Information Science, Legal Studies, Public Administration, Criminal Justice, or a closely related field from an accredited four year college or university is required.

(Substitution:   Associate’s Degree in Paralegal Studies, Legal Studies, Library Science, Information Science, or a closely related field; OR two years of full-time paid related experience; OR an equivalent combination of education, relevant certification, and paid experience may substitute for the Bachelor’s Degree requirement.)
Must have the ability to read, comprehend, and review records for accuracy, completeness, and relevant information. 

Strong organizational, proofreading, research, written communication, and attention-to-detail skills are required.

Must have the ability to manage multiple records requests, maintain accurate records, meet established deadlines, and communicate effectively with City employees, attorneys, requesters, and members of the public.

Must have the ability to maintain sensitive and confidential information and to review graphic reports, audio and video recordings, body camera footage, and visual depictions related to crimes.

Must maintain knowledge of assigned public records requests, the City’s Open Data Portal, publicly available datasets, and applicable Ohio Sunshine Laws. Must attend required training and maintain current knowledge of public records laws, procedures, and practices.

Proficiency with Microsoft Office and comparable software.

Must possess the ability to learn records management and public records software.

Exercises independent judgment. 
https://www.clevelandohio.gov/city-hall/departments/human-resources/total-rewards

The City's guiding principles are as follows: Placing Clevelanders at the Center, Empowering Employees to Do Purposeful Work, Defining Clear and Pragmatic Objectives, Leading with Trust and Transparency, Striving for Equity in All We Do, and Embracing Change. All City employees are responsible for embracing and carrying out these principles in all that they do.