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  • Records Access Officer

    Long Beach, California 90802 United States California State University (CSU) Chancellor's Office May 01, 2026
    California State University (CSU) Chancellor's Office Employer:

    California State University (CSU) Chancellor's Office

    The California State University is the nation's largest 4-year public university system, with 23 campuses throughout the state. The CSU promotes student success through opportunity and a high-quality education that prepares students to become leaders in the changing workforce, making the CSU a vital economic engine for California.​      

    Apply Now View job Employer Profile

    Job Description

    Chancellor's Office Statement

    Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Records Access Officer. The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year.

    Salary

    The anticipated salary hiring range is up to $110,000 per year, commensurate with qualifications and experience.

    Work Arrangements

    Flexibility to telecommute two days a week, with three days on-site at the main headquarters in Long Beach, California.

    Premium Benefits

    Comprehensive Health, Dental, and Vision Benefits

    Generous vacation plan

    15 paid holidays a year

    Tuition waiver education program (also applies to eligible family members)

    Membership in the California Public Employees Retirement System (PERS)

    More details here: Comprehensive Benefits Package

    Classification

    Administrator I

    Position Information

    The California State University, Office of the Chancellor, is seeking a Records Access Officer to be responsible for administering the University’s obligations under the California Public Records Act by receiving, coordinating, reviewing, and responding to public records requests received by the Office of the Chancellor in a timely, lawful, and consistent manner.

    The position serves as the central point of coordination between requestors, Chancellor’s Office divisions and departments, University Counsel, Strategic Communications, and University leadership, ensuring appropriate awareness and coordination regarding sensitive or high-profile requests, while promoting transparency, legal compliance, and the protection of confidential and privileged information.

    Responsibilities

    Under the general direction of the Assistant Vice Chancellor and Chief of Staff, Office of General Counsel, the Records Access Officer will:

    -Receive PRA requests submitted by any method; independently log, track, and manage requests in a centralized system to ensure compliance with statutory deadlines.

    -Review requests to assess scope, complexity, sensitivity, and potential exemptions; prepare and issue required acknowledgments and initial responses within statutory timelines.

    -Communicate directly with requestors, as appropriate, to clarify ambiguous or overly broad requests, assist in identifying responsive records, and recommend reasonable narrowing consistent with the University’s duty to assist.

    -Notify and coordinate with University Counsel, Strategic Communications, university leadership, labor relations, and other stakeholders regarding sensitive, high-profile, or complex requests.

    -Identify and coordinate with campus and Chancellor’s Office records custodians to locate and obtain potentially responsive records.

    -Establish search parameters and Boolean terms for IT-conducted searches of electronic systems and repositories; coordinate retrieval of electronic and hard-copy records.

    -Collect, organize, and independently review responsive records to determine responsiveness and applicability of statutory exemptions under the PRA and related laws.

    -Apply sound judgment in determining disclosure, redaction, or withholding of records; accurately apply redactions to protect confidential, sensitive, or privileged information.

    -Consult with University Counsel on complex, novel, or high-risk matters, including issues involving privilege, deliberative process, personnel, or other sensitive records.

    -Prepare records for disclosure in approved formats, ensuring preservation of redactions, procedural compliance, and integrity of disclosed materials.

    -Coordinate advance notice to employees, third parties, Strategic Communications, and leadership when required or advisable prior to disclosure.

    -Draft and transmit disclosure correspondence and responsive records promptly and reasonably in accordance with statutory and institutional requirements. Disclose records by the estimated disclosure date. If additional time is required, notify the requestor in advance of the estimated date. When disclosure will occur over an extended period, provide records on a rolling basis, as appropriate, to demonstrate good-faith compliance.

    -Maintain complete and accurate documentation of request processing, including searches conducted, exemptions asserted, and records disclosed.

    -Monitor and update PRA logs through final disclosure or closure to ensure accurate reporting and recordkeeping.

    -Coordinate with the Chancellor’s Office and other CSU campuses on systemwide or multi-campus requests to ensure consistency and compliance.

    -Assist in developing and refining internal protocols, templates, and best practices for public records access and compliance.

    -Perform related duties as assigned in support of the University’s transparency and records access obligations.

    -Other duties as assigned.

    The Records Access Officer is an exempt employee and is required to work under the supervision of the Assistant Vice Chancellor and Chief of Staff, with a significant amount of independence. Using their own judgment and knowledge, they are expected to determine the most appropriate approach to the subject assigned and allocate time and resources to the completion of the required work accordingly.

    The Records Access Officer reports to the Assistant Vice Chancellor and Chief of Staff, who is responsible for their evaluation. They are expected to contribute to the mission of the office and may, from time to time, be asked to assume responsibilities outside of their principal functions.

    Qualifications

    This position requires:

    -The Records Access Officer is required to have a Bachelor’s degree.

    -Proficiency with Microsoft Office required.

    -Public agency experience is a plus.

    -Prior experience working with public records laws, legal compliance, or governmental transparency strongly preferred.

    This is a 3/2 hybrid position, where the Records Access Officer will work in-person at the Chancellor’s Office, Long Beach three days per week, and remotely two days per week. The incumbent is required to work in-person on certain dates at management’s discretion.

    Application Period

    Priority consideration will be given to candidates who apply by May 21, 2026. Applications will be accepted until the job posting is removed.

    How To Apply

    Please click "Apply Now" to complete the California State University, Chancellor's Office online employment application.

    Equal Employment Opportunity

    Consistent with California law and federal civil rights laws, the CSU provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager at (562) 951-4070.

    Title IX

    Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: https://www2.calstate.edu/titleix

    E-Verify

    This position requires new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS)' in partnership with the Social Security Administration (SSA).

    If hired, you will be required to furnish proof that you are legally authorized to work in the United States. The CSU Chancellor’s Office is not a sponsoring agency for staff and Management positions (i.e., H1-B VISAS).

    COVID19 Vaccination Policy

    Per the CSU COVID-19 Vaccination Policy , it is strongly recommended that all Chancellor’s Office employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications.

    Mandated Reporter Per CANRA

    The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

    Conflict of Interest

    The duties of this position will include participation in decisions that may have a material financial benefit to the incumbent. Therefore, the selected candidate will be required to file Conflict of Interest Form 700: Statement of Economic Interest when they first occupy the position, and on an annual basis, complete ethics training within 6 months of appointment, and attend this training every other year thereafter.

    CSU Out of State Employment Policy

    California State University, Office of the Chancellor, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon 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.

    Background

    The Chancellor's Office policy requires that the selected candidate successfully complete a full background check (including a criminal records check) prior to assuming this position.

    Learn more about working at the California State University and the impact of our mission.

    Advertised: Apr 30 2026 Pacific Daylight Time
    Applications close:
    Apply Now View job Employer Profile

    Please mention you found this employment opportunity on the CareersInGovernment.com job board.

LATEST JOBS

Top Records Management Jobs in the United States

Top Records Management Jobs in the United States
 

What is Records Management?

Records management involves creating, maintaining, storing, and securely disposing of records. This process ensures that documents comply with legal regulations and organizational policies. Records management is vital in improving transparency, reducing risk, and supporting business decision-making. Whether dealing with physical or digital files, proper records management is essential across various industries, including government, healthcare, finance, and education.

 

Career Paths in Records Management Jobs

Records management jobs offer a range of opportunities for professionals. Some of the most common roles include:

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  • Records manager
  • Archives manager
  • Information manager

With more experience, there are advancement opportunities, such as:

  • Senior records manager
  • Director of records management
  • Chief information officer

Specializations include digital preservation, archival research, and records appraisal. Professionals can also explore related fields such as compliance, data management, and information technology. The exact career path depends on your location, industry, and level of expertise.

 

Top Industries Hiring for Records Management Jobs

Many industries need professionals in records management jobs, including:

  • Government agencies: Organizations like the National Archives and Records Administration (NARA) hire professionals to maintain compliance and secure records management.
  • Healthcare organizations: Hospitals and research institutions need records management experts to manage patient records and adhere to regulations.
  • Financial institutions: Banks, insurance companies, and investment firms require records management to ensure regulatory compliance and data protection.
  • Educational institutions: Schools, colleges, and universities employ records managers to handle student records and other institutional data.
  • Private companies: Law firms, consulting firms, and other businesses rely on records management professionals to keep their records secure and organized.
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Key Skills and Qualifications for Records Management Jobs

A bachelor’s degree in business administration, information science, or a related field is often required to succeed in records management jobs. Key skills include:

  • Strong organizational and problem-solving abilities
  • Effective communication and team coordination
  • Familiarity with records management software and technology

It is also important to handle technical requirements, such as verifying you are human when accessing sensitive records or systems. Certifications like Certified Records Manager (CRM) or Certified Information Professional (CIP) benefit career growth.

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Job Outlook and Salary for Records Management Jobs

The job outlook for records management jobs is promising as more organizations recognize the importance of compliant record-keeping. On average, records managers in the United States earn around $60,000 per year, although salaries vary by industry, location, and experience.

Professionals in these roles may encounter technical issues, such as a ray ID error when accessing certain online records management systems. These technical difficulties usually take a few seconds to resolve. As more industries rely on accurate records management, the demand for skilled professionals will continue to grow.

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Top Cities for Records Management Jobs

Several U.S. cities are known for their demand for records management jobs. These cities are home to industries that heavily rely on data management and compliance:

  • Washington, D.C.: The concentration of government agencies makes this city a hub for records management professionals.
  • New York City: Financial institutions and law firms create significant demand for records managers in this city.
  • Los Angeles and San Francisco: These cities’ tech and entertainment industries rely heavily on efficient records management.
  • Chicago and Houston: These cities are centers for healthcare and finance, driving demand for records management professionals.
  • Boston, Philadelphia, and Atlanta: Each city offers numerous opportunities for records managers.
 

Resources for Records Management Job Seekers

For those pursuing a career in records management, there are various resources available:

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  • National Archives and Records Administration (NARA): Offers job listings and resources for professionals in the field.
  • Society of American Archivists (SAA): Provides job listings, training, and certification programs.
  • Institute of Certified Records Managers (ICRM): Offers certifications and resources for records managers.
  • Records Management Society (RMS): Provides networking and job listings for professionals.

Additionally, online job boards like LinkedIn and Indeed are great resources for finding records management jobs.

 

Education and Training for Records Management Jobs

Education and training are crucial to advancing in records management. Many universities offer business administration, information management, or records management degree programs. Additionally, certifications such as CRM or CIP can enhance your career opportunities.

Professionals in records management should also be prepared to troubleshoot minor issues, such as when a site requires verification or when systems are slow to respond. Staying up to date with industry best practices and evolving technologies is essential for success.

 

Career Advancement in Records Management

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Advancing in records management jobs offers numerous pathways for growth. With experience, professionals can move into senior roles, such as director of records management or chief information officer. Other ways to advance include earning certifications like CRM or CIP, specializing in digital preservation, and expanding professional networks.

By attending industry conferences and participating in training, professionals can stay ahead of industry trends and improve their skills. Staying adaptable is key as records management evolves with new regulations and technology.

 

Conclusion

Records management jobs are essential to ensuring compliance, security, and efficiency across industries. As more organizations recognize the importance of effective records management, the demand for skilled professionals grows. Whether in government, healthcare, or finance, records managers are crucial in keeping information safe and accessible.

By focusing on education, certification, and staying current with industry trends, records management professionals can advance their careers and contribute to their organizations’ success. Managing sensitive information efficiently, staying ahead of technological updates, and ensuring smooth operations may take a few seconds, but it ensures long-term success in this essential field.

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