GRAMA Coordinator / Records Officer

Position Title:

GRAMA Coordinator / Records Officer

Job Description:

Incumbent will carry out assignments related to numerous, simultaneously occurring public records requests. Responsibilities include determining the resources needed to respond to government records requests, creating and maintaining the records management system, and assisting the organization in preparing appropriate responses to those requests.

This position supports record related functions and requires the ability to apply legal processes, including privacy requirements and the Utah Government Records Access and Management Act (GRAMA). The role involves performing basic legal research, managing multiple tasks, and maintaining accurate tracking of assignments while handling confidential information with discretion and limited supervision.

TYPICAL DUTIES

• Processes and administers assigned GRAMA requests within the records management system; runs standard reports; ensures data integrity; escalates complex or novel issues, and processes records requests submitted through the online records management system.

• Prepares correspondence and summaries; apply established redaction standards; refers matters requiring formal legal drafting to the Senior or legal advisor and coordinates the release of record for media inquiries.

• Assists in developing and implementing strategies for producing requested information. Helps track time‑sensitive deadlines and ensures responses are completed within required timeframes.

• Contributes to training materials and supports delivery under the direction of the senior level.

• Collaborates with internal departments to gather records and information needed to fulfill requests and to support ongoing projects.

• Performs other duties as assigned.

MINIMUM QUALIFICATIONS

• High school diploma or equivalent.

• Two or more years of experience working with public records, legal processes, government compliance or closely related field. Related education may be substituted for work experience on a year-for-year basis. 

• Knowledge of GRAMA (or similar public records laws), retention schedules, and records management practices.

• Demonstrated ability to interpret, apply, and explain statutes, policies, and procedures.

• Experience drafting professional correspondence, reports, summaries, or legal documents.

• Strong organizational skills, with the ability to track deadlines, manage sensitive information, and maintain accurate records.

• Excellent written and verbal communication skills.

• Proficiency with standard office software (Microsoft Office, Adobe, case‑management or records‑management systems).

DESIRED QUALIFICATIONS

• Associate or bachelor’s degree in paralegal studies, legal studies, public administration, or a related field.

• Paralegal certification (e.g., NALA CP, NFPA CRP/PP, or equivalent).

WORKING CONDITIONS

• Generally comfortable working conditions requiring light physical effort. Intermittent sitting, standing, and walking.

• Constant exposure to stressful situations as a result of human behavior, workload and consequence of decisions.

The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified.

POSITION TYPE

Full-Time

POSITION SALARY RANGE

$22.93   -   $39.64

DEPARTMENT

POLICE

Full Time/Part Time:

Full time

Scheduled Hours:

40