Deadline to apply: Open Until Filled
Compensation will be set commensurate with credentials.
GENERAL NATURE OF WORK
This is a part-time position requiring 16-32 hours per week, with scheduled hours varying based on workload and operational needs. The Open Records Specialist is responsible for receiving, processing, tracking, and fulfilling requests for public records in accordance with the Kentucky Open Records Act (KRS 61.870–61.884) and applicable federal, state, and local laws. This position serves as the primary point of contact for citizens, attorneys, media representatives, government agencies, and other requesters seeking access to public records.
The Open Records Specialist performs intake and review of requests, coordinates with internal departments to gather responsive records, conducts electronic and manual records searches, applies statutory exemptions and redactions when appropriate, maintains records retention compliance, and ensures timely responses within Kentucky statutory deadlines. The position also provides customer service, maintains records management systems, and supports public safety and governmental transparency initiatives. This position will report to the Dispatch Executive Director.
NECESSARY SPECIAL REQUIREMENTS
-
Must be a citizen of the United States
-
Must be at least 18 years of age
-
Must possess a high school diploma or GED
-
Has not been convicted of a felony or other crimes involving moral turpitude
-
Maintain required security awareness training certification
-
Must comply with all agency policies regarding records security, confidentiality, and information management.
PHYSICAL REQUIREMENTS
-
Must be able to lift forty (40) pounds or more to a height of four (4) feet or more.
-
Must be able to sit for extended periods of time.
-
Eyesight must be correctable to 20/20 vision.
-
Hearing must be within normal acceptable range of 20-25 with or without hearing aid.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
EXAMPLES OF DUTIES
-
Receive, review, log, and track incoming open records requests received through email, online portals, mail, fax, or in-person submissions.
-
Conduct initial assessments of requests to determine scope, applicable departments, and statutory requirements.
-
Coordinate with department personnel to identify, locate, and collect responsive records.
-
Monitor open records workflows to ensure compliance with Kentucky Open Records Act response deadlines.
-
Maintain complete and accurate documentation of requests, correspondence, responses, and records released.
-
Communicate with requesters regarding clarifications, status updates, costs, timelines, and record availability.
-
Prepare written responses to records requests in accordance with applicable laws and agency policies.
-
Perform searches of electronic databases, records management systems, email systems, shared drives, and physical records repositories.
-
Retrieve, compile, organize, and prepare records for release.
-
Electronically file, index, archive, and retrieve documents and correspondence.
-
Verify records for completeness and accuracy prior to release.
-
Review records for confidential, exempt, or protected information.
-
Apply redactions in accordance with the Kentucky Open Records Act, federal privacy laws, criminal justice information regulations, and agency policies.
-
Coordinate with legal counsel, command staff, or designated officials regarding complex requests and exemption determinations.
-
Maintain confidentiality of sensitive, restricted, and protected information.
-
Stay current on changes in public records laws, records retention requirements, and applicable regulations.
-
Generate reports, summaries, reminders, and statistical data related to open records activity.
-
Support departmental administrative functions and special projects as assigned.
-
Perform related duties as required.
DESIRABLE KNOWLEDGE, SKILLS AND ABILITIES
-
Knowledge of Kentucky Open Records Act (KRS 61.870–61.884)
-
Knowledge of public records retention requirements and records management principles.
-
Knowledge of federal and state privacy laws affecting public records disclosure.
-
Knowledge of records management systems and electronic document storage.
-
Knowledge of public safety and criminal justice recordkeeping practices.
-
Knowledge of office software applications, including Microsoft Office and database systems.
-
Skill in reviewing records for legal compliance and redaction requirements.
-
Skill in conducting detailed records searches and research.
-
Skill in managing multiple requests and deadlines simultaneously.
-
Skill in organizing and maintaining electronic and physical records.
-
Skill in preparing professional correspondence and reports.
-
Skill in data entry, document management, and information tracking.
-
Skill in customer service and conflict resolution.
-
Ability to maintain access to confidential and restricted information.
-
Ability to interpret and apply laws, regulations, policies, and procedures.
-
Ability to maintain confidentiality and exercise sound judgment.
-
Ability to communicate effectively both verbally and in writing.
-
Ability to analyze records and identify responsive information.
-
Ability to work independently while managing competing priorities.
DESIRABLE TRAINING AND EXPERIENCE
-
Experience in processing public records or open records requests.
-
Experience with emergency communications records systems.
-
Knowledge of Kentucky public records laws and records retention schedules.
-
Experience with electronic records management systems and document redaction software.
The above Job Description is intended to describe the general content of, and the requirements for, the performance of this job, including the essential functions. The description is not to be construed as an exhaustive, all-inclusive statement of job duties, requirements, or responsibilities.
PT Benefits:
A part-time employee is one who works less than thirty (30) hours per week on a regularly scheduled basis for six (6) months or longer. Part-time employment does not receive any of the County benefits packages.
