Records and FOIA Compliance Officer

COUNTY OF WARREN

Records and Freedom of Information Act (FOIA) Compliance Officer

GENERAL DEFINITION OF WORK: FLSA – Non-Exempt

Performs responsible administrative and records management work coordinating and managing Freedom of Information Act (FOIA) requests, records compliance, and public records disclosure processes for the Warren County Sheriff’s Office; does related work as required. Work is performed under general supervision. Position requires independent judgment, attention to detail, and the ability to maintain confidentiality of sensitive law enforcement information.

ESSENTIAL FUNCTIONS/TYPICAL TASKS:

Coordinating, overseeing, and participating in records management and FOIA compliance activities for the Sheriff’s Office; maintaining records systems; preparing reports and correspondence; ensuring compliance with state records laws and retention requirements.

(These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)

Ø Receives, tracks, processes, and coordinates all Freedom of Information Act (FOIA) requests submitted to the Sheriff’s Office.

Ø Reviews requests for completeness, clarification, and applicable statutory deadlines.

Ø Coordinates with divisions, supervisors, deputies, investigators, and communications personnel to locate responsive records.

Ø Reviews records for legal compliance and identifies information exempt from disclosure under Virginia law.

Ø Prepares records for release through appropriate redaction processes while maintaining evidentiary integrity and confidentiality.

Ø Maintains accurate documentation, logs, correspondence, and tracking systems related to FOIA requests.

Ø Ensures all responses are completed within statutory deadlines established under the

Ø Virginia Freedom of Information Act.

Ø Serves as liaison with the County Attorney’s Office regarding legal review, exemptions, litigation holds, and complex requests.

Ø Maintains FOIA policies, procedures, workflows, and records management best practices.

Ø Assists with records retention compliance in accordance with Library of Virginia schedules and applicable state regulations.

Ø Coordinates with records management personnel regarding digital evidence, body-worn camera footage, CAD/RMS records, incident reports, audio recordings, and other law enforcement documentation.

Ø Prepares reports, statistics, and summaries regarding FOIA activity for command staff and county administration.

Ø Assists in responding to subpoenas, court orders, media inquiries, and administrative requests as assigned

Ø Provides guidance to Sheriff’s Office employees regarding FOIA compliance and records management practices.

Ø Maintains strict confidentiality of criminal justice information, protected personal information, and sensitive law enforcement records.

Ø Performs related administrative duties as required.

KNOWLEDGE, SKILLS AND ABILITIES:

Comprehensive knowledge of standard office procedures, records management principles, and public records laws; knowledge of the Virginia Freedom of Information Act and legal retention requirements; ability to interpret statutes, policies, and legal guidance related to records disclosure; ability to maintain accurate records and tracking systems; ability to exercise discretion and sound judgment in handling confidential or sensitive information; ability to communicate effectively in both oral and written forms; ability to establish and maintain effective working relationships with County officials, attorneys, law enforcement personnel, media representatives, and the general public; proficiency in Microsoft Office products and the ability to learn law enforcement software systems including CAD/RMS, digital evidence platforms, and records databases

EDUCATION AND EXPERIENCE:

Any combination of education and experience equivalent to graduation from high school supplemented by course work in criminal justice, public administration, business administration, legal studies, or related field and experience in records management, legal administration, public administration, law enforcement administration, FOIA compliance, or related field. Experience working in a law enforcement or public safety environment preferred.

PHYSICAL REQUIREMENTS:

This is sedentary work requiring the exertion of up to 25 pounds of force occasionally, and a negligible amount of force frequently or constantly to move objects; work requires fingering, grasping, repetitive motions, and extended periods of computer use; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, reviewing records, determining the accuracy and thoroughness of work, and observing general surroundings and activities; the worker may be exposed to sensitive, confidential, graphic, or disturbing law enforcement records and materials.

SPECIAL REQUIREMENTS:

Must possess a valid Virginia operator’s license.
Must successfully pass a criminal background investigation.
Familiarity with CJIS requirements, criminal justice records systems, and evidence management platforms preferred.

Reasonable accommodations will be provided to enable qualified individuals with disabilities to perform the essential functions of the job, unless to do so would impose an undue hardship on the County.

The County is an equal opportunity employer that does not discriminate against applicants or candidates because of their disability, age, sex, sexual orientation, gender, gender identity, race, age, religion, national origin, ethnicity, veteran status, or any other protected status under the law.