Public Records Coordinator

Apply now Job no: 515135
Work type: Staff
Location: Sacramento
Categories: Confidential, Administrative, Probationary, Full Time

Public Records Coordinator

Confidential Administrative Support II

Posting Details 

Priority Application Date (Posting will remain open until filled): Wednesday, June 22, 2022, 11:55 pm PST

Hiring Preference
Not Applicable

Position Summary

Under general direction of the Director for Auditing and California State University Chancellor’s Office General Counsel, the incumbent is responsible for responding to information requests pursuant to the California Public Records Act (CPRA), the Information Practices Act (IPA), the Family Educational Rights and Privacy Act (FERPA), and/or other disclosures required by law and/or policy. The incumbent will also consult and confer with internal and external agencies in the scope of responding to information requests, and will conduct research on public access and privacy issues as required by law and regulation.

FLSA:  Exempt

CSU Classification Salary Range: $4,464 - $9,514 per month

Anticipated Hiring Range: $4,464 to $6,000 monthly

Salary Grade/Range: 2

Recruitment Type: Regular (probationary)

Time Base: Full-Time

Pay Plan:  n/a

Work Hours: Monday through Friday, 8:00 a.m. to 5:00 p.m. with evenings and weekend hours as needed

Department Information 

Auditing and Consulting Services is responsible for internal auditing and consulting activities as well as coordination of external audits, public records requests, subpoenas, and legal holds.

Minimum Qualifications 

To enter this classification at position skill level I, the incumbent must have a basic foundation of knowledge of the principles of organization, administration and management; and the ability to analyze and find solutions to problems, work independently, communicate effectively, and write clear and concise reports. Some positions may require a basic knowledge of research techniques and statistical methods. This foundation would normally be obtained through a bachelor’s degree or professional training program specific to the position (e.g. Certified Public Accountant) and directly related work experience, or a combination of education and experience which demonstrates the ability to perform the essential functions of the position.

Required Qualifications 


  1. Four years of experience in analysis and/or evaluation of policy, regulations and/or other standards leading to the development or improvement of administrative policies and protocols to reinforce compliance.
  2. Customer service experience.

Knowledge, Skills, Abilities

  1. Working knowledge of records management principles, policies, and best practices pertaining to records.
  2. Skill in analyzing information or procedures, defining problems or objectives, formulating logical and objective conclusions, and recognizing alternatives and their implications.
  3. Ability to research regulatory issues and provide concise analysis and recommendations to campus decision makers.
  4. Ability to keep abreast of University policies and State or Federal regulations that affect information practices processes, and implement necessary changes.
  5. Excellent writing skills to compose general business correspondence, using correct grammar and punctuation and using tone and format appropriate for the intended audience.
  6. Excellent interpersonal skills to establish and maintain cooperative, tactful, effective and harmonious working relationships with co-workers, supervisors, University employees, attorneys and the public.
  7. Strong communication skills (verbal and written).
  8. Ability to maintain confidentiality of information and documents, utilizing judgment and discretion.
  9. Organizational and time management skills.
  10. Ability to perform despite frequent interruptions or distractions.
  11. Ability to work independently and follow through on assignments with minimal direction.
  12. Strong computer skills with proficiency in desktop office solutions (e.g. Microsoft Office), database applications, email, and internet search tools.

Conditions of Employment:

Ability to pass a background check.

Preferred Qualifications 

  1. Bachelor’s or advanced degree preferred.
  2. Customer service experience in higher education or public sector organizations.
  3. Knowledge of record retention and information practices, policies, and procedures, state and federal guidelines and privacy issues, e.g. California Public Records Act (CPRA), Freedom of Information Act (FOIA), and Information Practices Act (IPA)
  4. Working knowledge of records management principles, policies, and best practices pertaining to public records.

Required Licenses/Certifications 


Documents Needed to Apply

Please attach resume, cover letter, and a professional writing sample.  Failure to upload required documentation may result in disqualification.

About Sac State

Sacramento State is located in the heart of California’s capital city, five miles from State Capitol. The lush, 300-acre campus is situated along the American River, close to numerous bike trails and other recreational areas. Sacramento, also known as the “Farm-to-Fork Capital,” is one of the most ethnically diverse and livable cities in the country, with a population of half of a million. Sacramento State’s 31,000 students come not only from the Greater Sacramento Region, but also from across the state, country, and world. Our 1800 faculty and 1,500 staff are committed to meeting our mission: “As California’s capital university, we transform lives by preparing students for leadership, service, and success. Sacramento State will be a recognized leader in education, innovation, and engagement.” As the regional hub of higher education, Sac State is dedicated to student successdiversity, equity and inclusioncommunity engagementphilanthropy, and campus safety.  

As evidenced by the values embedded in our Hornet Honor Code, Sacramento State is committed to creating an inclusive environment where all faculty, staff, students, and guests are welcome and valued.  Our commitment is more than simply ensuring that our campus is free from bias and discrimination, but is one devoted to celebrating many diverse identities, life experiences, and perspectives that enrich our community, teaching and learning.  

To learn more about why you should join the Hornet Family, please visit the Why Sac State? page.

Background Check Disclaimer  

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with California State University, Sacramento. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current California State University, Sacramento employees who apply for the position. One variation of background check required could be a LiveScan screening, which involves submitting fingerprints at a certified LiveScan Service Center.

COVID-19 Vaccine Certification Information:

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at and questions may be sent to

Out of State Employment Policy

Sacramento State University, as part of the CSU system, is a State of California Employer. As such, the University requires all employees (up)on date of hire to reside in the State of California.

As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

Equal Employment Opportunity

California State University, Sacramento is an Affirmative Action/Equal Opportunity Employer and has a strong institutional commitment to the principle of diversity in all areas. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, sex, gender identity/expression, sexual orientation, pregnancy, genetic information, medical condition, marital status, veteran status, or disability. Sacramento State hires only those individuals who are lawfully authorized to accept employment in the United States. 

It is the policy of California State University, Sacramento to provide reasonable accommodations for qualified persons with disabilities who are employees or applicants for employment. If you need a disability related reasonable accommodation as part of the application and/or interviewing process, visit

The University is committed to creating an education and working environment free from discrimination, sexual harassment, sexual violence, domestic violence, dating violence, and stalking. For more information on mandatory training for new employees, visit . 

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Fire Safety Right-To-know Act Notification

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the current Annual Security Report (ASR) is available for viewing at . 
The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Sacramento State for the last three (3) calendar years. Paper copies are available upon request at the Police Service Center located in the University Union.

Eligibility Verification  

Selected candidate must furnish proof of eligibility to work in the U.S.. California State University, Sacramento is a sponsoring agency (i.e. H-1-B Visa). 

Note to Applicants:

Possession of the minimum qualifications does not guarantee an interview unless required by collective bargaining agreement.



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