FOIA and Records Officer

Title: FOIA and Records Officer

State Role Title: Salary Non-Specified

Hiring Range: Hiring range for this position is $59,904 - $71,885, commensurate with education and experience

Pay Band: UG

Agency: VA Cannabis Control Authority

Location: VA Cannabis Control Authority

Agency Website: https://cca.virginia.gov/

Recruitment Type: General Public - G

Job Duties

Purpose of Position
The FOIA and Records Officer serves as the organization’s subject-matter expert for the Virginia Freedom of Information Act (FOIA) and agency-wide records management. This position ensures compliance with all legal, regulatory, and policy requirements related to public records, information access, retention, storage, classification, and secure destruction. The FOIA and Records Officer manages the complete lifecycle of records, coordinates timely and accurate FOIA responses, provides staff guidance and training, and maintains systems and processes that promote transparency, efficiency, and information governance.

FOIA Administration and Compliance
• Serve as the primary point of contact for all incoming FOIA requests.
• Log, track, and monitor requests to ensure statutory deadlines are met.
• Coordinate with program areas to gather responsive records; review for completeness, accuracy, and confidentiality.
• Identify and apply appropriate FOIA exemptions in consultation with legal counsel when necessary.
• Prepare response letters, cost estimates, extensions, and final determinations.
• Maintain FOIA logs, reports, metrics, and documentation for audits and public reporting.
• Advise leadership on FOIA trends, risks, and compliance issues.
• Provide training to staff on FOIA responsibilities and best practices.

Records Management & Information Governance
• Lead the development, maintenance, and implementation of the agency’s records management program.
• Oversee records classification, filing systems, retention schedules, and secure storage (physical and digital).
• Ensure proper records disposition, including destruction, archiving, or transfer to the Library of Virginia (or applicable governing entity).
• Conduct periodic audits to ensure compliance with retention and storage requirements.
• Support digital transformation initiatives and coordinate with IT on electronic records systems and data governance.
• Provide guidance and training to employees on records policies, procedures, and information handling standards.
• Safeguard confidential, sensitive, and personally identifiable information in accordance with state and organizational policies.

Policy, Training, and Process Improvement
• Draft and update FOIA policies, records management policies, and related administrative procedures.
• Develop and deliver training programs for new employees and ongoing staff education.
• Identify opportunities for automation, workflow improvements, and enhanced compliance controls.
• Serve as liaison to state agencies and oversight entities regarding FOIA and records management requirements.

Administrative Support, Reporting & Other Duties
• Prepare reports, data summaries, and compliance documentation for leadership.
• Assist with special projects and information requests as assigned.
• Maintain departmental documentation, manuals, and SOPs.
• Perform other duties as required to support transparency, accountability, and efficient operations.

Other duties as assigned
•  Follow workplace safety regulations and adhere to applicable standards, processes, and programs established for your position.
• Report unsafe work conditions to your supervisor.
• Immediately report work-related incidents to your supervisor and participate in accident investigation requests.

Minimum Qualifications

Knowledge, Skills, and Abilities (KSAs)
• Knowledge of the Virginia Freedom of Information Act (FOIA) or similar public information laws.
• Knowledge of records management principles, records lifecycles, retention schedules, and disposition requirements.
• Understanding of data classification, privacy laws, confidentiality protections, and information security.
• Ability to review documents for sensitive content and apply legal exemptions appropriately.
• Strong organizational and time-management skills; ability to manage multiple concurrent deadlines.
• Excellent written and verbal communication, including professional correspondence.
• Skilled in problem-solving, research, and interpreting policy or regulatory requirements.
• Ability to maintain accurate logs, tracking systems, and documentation.
• Proficiency with Microsoft 365 (Outlook, SharePoint, Word, Excel, Teams) and records management software.
• Ability to lead trainings and communicate complex information clearly to non-experts.
• High attention to detail and commitment to confidentiality and compliance.
• Ability to build collaborative relationships and work effectively with staff at all levels.

Required Education and Experience
• Bachelor’s degree in public administration, business administration, information management, government, or a related field; OR an equivalent combination of training and experience.
• Experience working with public records, records management programs, or document governance.
• Experience interpreting statutes, regulations, or policies.
• Experience conducting research, drafting correspondence, or preparing official responses.

Additional Considerations

Preferred (Optional) Education and Experience
• Direct experience processing FOIA or public records requests.
• Certification in records management (e.g., CRM, CRA, or state RIM certification).
• Experience with electronic records management systems (ERMS) or FOIA tracking software.
• Experience in a government, regulatory, or compliance-focused environment.
• Training in information governance, data privacy, or legal research.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Contact Information

Name: Robin Hollenbeck

Phone: (804)653-9493

Email: robin.hollenbeck@cca.virginia.gov

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.

Reasonable accommodations are available to individuals with disabilities during the application and/or interview processes per the Americans with Disabilities Act. Please call (804)653-9490 for assistance.

The Commonwealth of Virginia is an Equal Opportunity Employer. It is the policy of the Commonwealth of Virginia to prohibit discrimination on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity or expression, age, veteran status, political affiliation, disability, genetic information, pregnancy, childbirth or related medical conditions in the recruitment, selection, and hiring of its workforce.