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Job Standard for Public Records Coordinator

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How to use this Job Standard:

  1. The Purpose, Scope, Qualifications and Job Functions are specific to this job title and can not be edited.
  2. Click ‘download to Word’
  3. Under Essential Functions you may add an additional 35%, specific to your department needs.
  4. Complete this standard before creating the job announcement and posting the position.
  5. This standard will be used as the new Job Description for the prospective employee.
  6. After hire is complete, insert Employee Name and PCN#

Public Records Coordinator Overview

  • Person Group: Professional
  • Job Code: 75041
  • Pay Grade: P10
  • FLSA Status: Exempt
  • Career Level: Intermediate
  • Family: Legal/Compliance
  • Function: Legal & Gov Relations


The position of Public Records Coordinator for Boise State University is responsible for administering the statutory public records function for the University. The Coordinator determines, based on knowledge and interpretation of the Idaho public records laws, whether access to requested records should be granted or denied, including making appropriate and applicable redactions. The Coordinator will also be responsible for determining and collecting fees in relation to public records requests when appropriate.  The Coordinator also supports other functions in the office, particularly with regard to record gathering and organization.

Level Scope

Fully competent and productive professional contributor who applies acquired job skills, policies, and procedures to complete substantive assignments/projects/tasks of moderate scope and complexity. Works independently with general supervision; exercises judgment within defined guidelines and practices to determine appropriate action. May provide guidance and assistance to entry level professionals and/or support employees.

Minimum Qualifications

  • Bachelor’s Degree and 2 years of professional experience in a public entity.

Knowledge, Skills, and Abilities

  • Knowledge of Idaho laws and/or experience with government law.
  • Ability to communicate effectively includes researching, writing and orally.
  • Demonstrated good judgment, persuasive ability, and the ability to inspire confidence and cooperation, both internally and externally.
  • Ability to handle highly confidential and sensitive information and represent the University with tact and diplomacy at all levels.
  • Ability to work under pressure, prioritize work to meet deadlines, adeptly attend to details, and produce high quality work while multitasking.
  • Demonstrated organizational skills.
  • Commitment to inclusiveness, respect, and integrity.
  •  Excellent office management skills including word processing, content and context editing, composing correspondence, and proofreading.
  • Strong legal research and writing skills, as well as strong interpersonal and communication skills.

Essential Functions

Key Responsibilities

60% of Time the Public Records Coordinator

  • Receive and promptly respond to requests for public records; locate, gather, and review responsive records; determine applicable, legitimate reasons to withhold records; and to maintain logs, monthly reports, and files of public records requests as may be requested by University administration.
  • The Coordinator may need to coordinate and collaborate on public records policies and responses with other Boise State University departments or units.
  • The Coordinator also will be expected to develop and conduct workplace training with University Officials on public records lawyers, including expectations for compliance and the laws’ impact on Boise State University as a public institution.

35% of Time the Public Records Coordinator

Determined by department needs

5% of Time the Public Records Coordinator

Perform other duties as assigned

Work Environment and Physical Demands

Some positions may involve frequent bending, moving, lifting, and carrying material weighing up to 50 pounds; some positions may involve moving, lifting, and carrying material weighing up to 70 pounds; standing up to eight hours each day; working in all weather conditions; exposure to high noise levels and requiring wearing hearing protection.

Travel Requirement

Not applicable for Public Records Coordinator

Career Path

Additional training/education or equivalent experience, as well as business needs, are required for movement into higher level jobs.


Incumbents must perform the essential duties and responsibilities with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work.  Final employment offers are  contingent upon a Final Candidate’s successful completion of a Background Verification, and a determination by the University that the information derived from the Background Verification does not disqualify the individual.  In addition, a Financial History Check and Motor Vehicle Record (MVR) Check may be required.