Location Coupeville Campus, WA
Job Type Full Time Regular
Department Planning & Community Development
Closing 3/26/2018 4:00 PM Pacific
Employee in this position is responsible for managing the department records to ensure compliance with state law. Provides comprehensive, accurate, and professional assistance to the public and the county staff on a wide range of records functions. Performs and coordinates specialized technical and office duties that require a comprehensive knowledge of department functions, practices and procedures and provides administrative backup.
Responsible for coordinating all staff and public records requests, acting as the Department's Records Officer; processing and tracking request received; coordinating search and internal review of relevant records; preparing required redaction logs and letters; coordinates with the Prosecutor's Office and County Records Manager as needed.
- Develops, recommends and implements short and long-range goals for the department's paper and electronic records by analyzing current electronic records on the department shared drive, paper permit records, and GMA paper and electronic records.
- Works positively with the public, co-workers, and managers.
- Provides training and guidance to staff regarding record retention schedules, processing records for inactive storage or disposal, public records requests and data management.
- Develops and maintains departmental records retention schedules and guidelines; coordinates with County Records Manager as required.
- Provides departmental records and data collection support for litigation as directed and assists the Prosecutor's office in compiling indexes and coordinating collection of information, data and records.
- Identifies department's essential records and determines appropriate measures to provide protection; arrange for filming; scanning or other measures to protect essential records.
- Coordinate with the County Records Manager to prepare for the move to an electronic content management program.
- Advises managers and staff on various records management-related activities and issues, such as file management; equipment use; new technology; records laws and regulations; or public disclosure requirements.
- Prepares land use files for annual archiving.
- Responsible for general office duties as assigned; supporting various areas within the department as needed, including answering incoming phones from the public and directing calls to the appropriate staff.
- Serves on a variety of teams and committees as needed.
Knowledge, Skills & Abilities
- Comprehensive knowledge of the Public Records Act (RCW 42.56); public disclosure and right to privacy laws.
- Knowledge of state laws and regulations regarding county records management, retention, and disposal; as well as electronic records management.
- Strong customer service skills.
- Ability to maintain and understand the need for confidentiality.
- Ability to maintain a high standard of accuracy, completeness, and efficiency.
- Ability to quickly grasp new techniques, deal with rapid change in events, remain calm in stressful and sometimes hostile situations, and relate to various personality styles in a professional manner.
- Ability to effectively communicate with others, both orally and in writing. Independent and self-motivated to complete tasks by required deadlines while simultaneously working on other tasks.
Education, Experience & Certifications
- A bachelor's degree in business or public administration or a related field preferred; plus one year of experience processing public disclosure request or as a paralegal; or five (5) years of general office experience including one year of experience processing public disclosure requests or as a paralegal.
- Valid Washington State Driver's License.
- Must have a working proficiency with typical office word processing software, spreadsheets, and database systems. A background with customer service experience is preferred.
- Applicants may be considered who demonstrate an equivalent combination of education and experience to provide the necessary skills, knowledge, and ability to perform the work, at the sole discretion of the County.
Location/Region: Coupeville, WA