Public Records Officer Job Description [Updated for 2025]

In the era of information transparency, the role of Public Records Officers has become increasingly crucial.

As society advances towards openness, the demand for proficient individuals who can manage, organize, and protect our public records grows stronger.

But let’s dissect this further: What’s truly expected from a Public Records Officer?

Whether you are:

• A job seeker keen on understanding the core of this role,
• A hiring manager framing the perfect candidate,
• Or simply curious about the inner workings of public records management,

You’re in the right place.

Today, we present a versatile Public Records Officer job description template, designed for easy posting on job boards or career sites.

Let’s dive right in.

Public Records Officer Duties and Responsibilities

Public Records Officers play a crucial role in managing and maintaining a variety of records, documents, and files for public agencies.

They are also responsible for responding to public records requests in accordance with applicable laws and regulations.

Their main duties and responsibilities include:

• Receive, process, and respond to public records requests in accordance with legal requirements
• Maintain comprehensive and accurate records and files in both electronic and paper formats
• Develop and implement records management policies and procedures
• Ensure the security and confidentiality of sensitive information
• Coordinate with various departments to gather necessary records and information
• Assist the public in identifying records and information that are accessible under the law
• Conduct regular audits of records to ensure accuracy and compliance
• Provide training and guidance to staff members about public records law and responsibilities
• Keep abreast of legislation and regulations related to public records
• Manage the disposal of records according to legal requirements and policies

 

Public Records Officer Job Description Template

Job Brief

We are seeking a detail-oriented Public Records Officer to manage and oversee the organization’s public records.

The Public Records Officer will be responsible for ensuring the proper storage, retrieval, and disposal of records in accordance with legal requirements.

This role requires a strong understanding of federal, state, and local regulations related to public record keeping.

 

Responsibilities

• Oversee and manage the organization’s public records in compliance with legal requirements
• Respond to public records requests in a timely and accurate manner
• Develop, implement, and enforce records management policies and procedures
• Train staff on records management procedures and policies
• Conduct regular audits to ensure compliance with public records laws
• Collaborate with other departments to manage records effectively
• Maintain a records management system for easy retrieval of records
• Manage the disposal of obsolete records in accordance with legal standards
• Stay updated on changes in public records laws and regulations

 

Qualifications

• Proven experience as a Public Records Officer or similar role
• Knowledge of federal, state, and local public records laws and regulations
• Strong organizational and management skills
• Ability to train staff on records management procedures
• Detail-oriented with strong analytical skills
• Proficiency in records management software
• Strong written and verbal communication skills
• Bachelor’s degree in Public Administration, Business Administration, or a related field

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Public Records Officer
• Work Environment: Office setting with occasional travel for meetings or training. May require occasional overtime to meet deadlines.
• Reporting Structure: Reports to the Director of Administration or other designated official.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $50,000 minimum to $80,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Public Records Officer Do?

Public Records Officers, often employed by governmental agencies or large corporations, are responsible for managing and overseeing an organization’s public records.

They are in charge of processing and responding to public records requests, which involves locating, reviewing, and compiling the requested documents.

They must be familiar with laws regarding public information and records retention, such as the Freedom of Information Act, to ensure that all requests are handled appropriately and legally.

Public Records Officers also maintain and update the organization’s records system, including the classification, organization, and preservation of documents.

They may digitize physical records or ensure secure disposal of records when appropriate.

Additionally, they are responsible for developing and implementing policies and procedures related to the management of public records.

They may also provide training to other staff members on these procedures and on the legal obligations of the organization concerning public records.

In some instances, Public Records Officers may also need to work with legal counsel to review documents for possible redaction, consult on potential legal issues related to the release of information, and to ensure compliance with all relevant laws and regulations.

In all their tasks, their role is crucial in ensuring transparency and facilitating information access for the public.

 

Public Records Officer Qualifications and Skills

A Public Records Officer must possess a set of unique skills and qualifications to effectively manage and oversee public records, including:

• Thorough knowledge of information management and public records laws, regulations, and principles to ensure compliance.
• Proficiency in using records management software and digital archiving systems to store, retrieve and archive records accurately.
• Strong analytical skills to interpret complex information, identify trends and extract insights from public records.
• Excellent attention to detail to maintain accuracy and consistency in data and records.
• Exceptional organizational skills to manage large volumes of information and keep records easily accessible for public use.
• Strong written and verbal communication skills to interact with the public, respond to enquiries, and explain complex records information.
• Good customer service skills to professionally interact with a variety of stakeholders, including the public, government agencies, and internal staff.
• Problem-solving skills to resolve issues related to records management and retrieval effectively.
• Ability to maintain confidentiality and handle sensitive information with discretion.

 

Public Records Officer Experience Requirements

Public Records Officers typically require at least a bachelor’s degree in Public Administration, Business Administration, or a related field, and one to two years of relevant work experience in a government office or similar setting where they handle public records.

To gain the necessary experience, many individuals start in administrative roles within local government offices.

This allows them to become familiar with the processes and laws associated with public record keeping.

For those aiming for senior or managerial roles, more than 5 years of experience in public record management is often required.

This experience should include expertise in Freedom of Information Act (FOIA) requests, records management systems, and legal compliance in regards to public records.

Additional relevant experience might include the management and archiving of digital records, developing and implementing records management policies, and training staff on these policies.

Moreover, some organizations may prefer or require candidates to have certifications related to records management, such as Certified Records Manager (CRM) or Certified Information Professional (CIP), which could further enhance their practical experience.

 

Public Records Officer Education and Training Requirements

Public Records Officers typically hold a bachelor’s degree in Library Science, Information Science, or a related field.

They need strong organizational skills and a meticulous attention to detail, as they are responsible for managing and maintaining an extensive range of public documents and records.

Familiarity with information technology and databases is highly beneficial in this role as well, as Public Records Officers often work with digital records management systems.

Some positions may require a master’s degree in Library or Information Science, particularly for roles that involve a high degree of responsibility or specialize in a specific type of public record.

Certifications in records management are available and may enhance job prospects.

These include the Certified Records Manager (CRM) designation offered by the Institute of Certified Records Managers.

Continuing education is essential in this field, as Public Records Officers must stay up-to-date with changes in laws and regulations related to public record keeping.

 

Public Records Officer Salary Expectations

A Public Records Officer earns an average salary of $50,362 (USD) per year.

The salary can vary significantly based on factors such as the individual’s level of experience, the size and sector of the employing organization, and the cost of living in the area where the job is located.

 

Public Records Officer Job Description FAQs

What are the key responsibilities of a Public Records Officer?

A Public Records Officer is responsible for managing public records requests, ensuring compliance with local, state, and federal laws, conducting record searches, redacting confidential information and coordinating with various departments for record retrieval.

They also often oversee the maintenance, retention, and destruction of records according to policies and regulations.

 

What qualifications are required for a Public Records Officer?

Typically, a bachelor’s degree is required for this role, preferably in Library Science, Information Management, Public Administration, or a related field.

Prior experience in public records management is also desirable.

Additionally, knowledge of related laws such as the Freedom of Information Act (FOIA) and understanding of records management principles are essential.

Some positions may require certification from a recognized records management institution.

 

What skills should a Public Records Officer possess?

Strong organizational and administrative skills are crucial for a Public Records Officer as they will be responsible for managing a vast amount of data.

They should also possess excellent communication skills to interact with various stakeholders and respond to public queries.

Knowledge of record-keeping software and the ability to manage confidential and sensitive information are also important.

 

What should you look for in a Public Records Officer’s resume?

A strong Public Records Officer’s resume should demonstrate experience in managing public records, dealing with information requests, and understanding of relevant laws and regulations.

It should also showcase their organizational skills and proficiency in records management software.

Any certifications in records management should also be highlighted.

 

What qualities make a good Public Records Officer?

A good Public Records Officer is meticulous, organized, and has a keen attention to detail as they will need to manage and maintain a vast amount of information.

They should also be able to understand and apply relevant laws and regulations related to public records.

Strong communication skills are also crucial, as they will frequently interact with the public and various departments within the organization.

They should also maintain a high level of integrity and confidentiality when dealing with sensitive information.

 

Conclusion

And there you have it.

Today, we have delved deeper into what it truly means to be a public records officer.

Surprise, surprise!

It’s not just about managing files and documents.

It’s about ensuring transparency, accuracy and accessibility in the public domain, one record at a time.

With our comprehensive public records officer job description template and real-world examples, you’re ready to take a step forward.

But why limit your potential?

Explore further with our job description generator. It’s your pathway to creating precision-crafted job listings or refining your resume to excellence.

Remember:

Every record handled is a piece of the broader transparency puzzle.

Let’s create a transparent future. Together.

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