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Records Management Specialist

Sno-Isle Libraries
Marysville, WA Full-time
Posted on August 27, 2019

Records Management Specialist

Closing Date: September 8, 2019, 9:59pm

Job Summary

Manage the development, administration, and maintenance of the Library District’s Records Management Program to ensure records management activities are performed in accordance with state record retention requirements and procedures. Plan, develop and implement records retention schedules and management procedures for storage, tracking, retrieval, destruction, filming, electronic imaging of all official records, and respond to public records requests for Sno-Isle Libraries.

Essential Functions

1. Oversee the Library’s records management program of electronic and paper-based information ensuring
confidentiality and maintenance of records retention and destruction programs in compliance with established
policies and procedures including Federal, State and local laws.
2. Work with all departments to develop and implement system-wide records management procedures, record
retention schedules, and practices.
3. Administer the Library’s records management policies, procedures, and electronic applications, ensuring system security and adherence to retention schedules.
4. Implement and manage an Enterprise Content Management System (ECM).
5. Identify appropriate records management resources; design and develop filing systems; establish retention and disposal instructions.
6. Advise on new records management policies, providing framework to guide staff in the management of records and use of the records system.
7. Provide and coordinate training to staff about records management to minimize staff time in determining disposal of records.
8. Respond to public records requests within guidelines established by the Washington State Public Records Act
and the courts.
9. Advise on complex legal and regulatory issues involving judgments in areas such as Freedom of Information Act and other national or state legislation.

Additional Duties and Responsibilities

1. Continue to acquire new knowledge and update skills to enhance professional performance in all areas of
responsibility.
2. Stay informed of leading issues, trends, theories, applications, and tools that may impact the library system.
3. Use analytics to evaluate performance of records management efforts.
4. Prepare correspondence and reports.
5. Conduct training as needed.
6. Attend meetings, trainings, and workshops as assigned.
7. Assist with other projects as required.
8. Perform other duties as assigned.

Supervision

This position reports to the Assistant Director of Human Resources. This position does not supervise the work of others; however, this position will work closely with, train, and assign tasks to other members of the organization, as well as with subject matter consultants and vendors.

Core Library Competencies

  • Adaptability: Adjust nimbly to obstacles or changing conditions to arrive at the desired goal.
    Communication: Express self clearly, effectively, and compellingly in written, verbal, and nonverbal messages.
  • Customer Service: Build and maintain responsive, effective relationships with internal and external customers.
  • Interpersonal: Accurately perceive others and the impact of one's own behavior to balance relationship and goal needs appropriately and positively in interactions.
  • Professionalism: Align behavior with the library's mission, values, and strategic focus in serving a diverse stakeholder community.
  • Valuing Diversity: Manages relationships with all people inclusively and equitably; conveys respect by valuing and encouraging the unique dimension each employee adds to the organization and each member of the community brings to the whole. Demonstrates an ongoing commitment to expand one’s own awareness, knowledge, and skills of others’ cultures, beliefs, identities, languages, interpersonal styles, and behaviors.

Required Knowledge, Skills, and Abilities
1. Thorough knowledge of comprehensive records retention systems and all applicable federal, state, and local
laws, rules, regulations, policies and procedures regarding records retention.
2. Working knowledge of Public Records Act (RCW 42.56)
3. Thorough knowledge of principles and practices of public records administration.
4. Strong diplomacy, discretion and ability to maintain confidentiality of records and information relating to record content.
5. Strong customer service and strong communication skills.
6. Strong project management and organizational skills.
7. Strong problem-solving, conceptual and analytical thinking skills.
8. Ability to work independently and to set priorities.
9. Ability to work cooperatively and maintain effective interpersonal relationships with the public and co-workers.
10. Ability to deliver presentations to a variety of groups and officials.
11. Ability to operate relevant computer systems including hardware and software, such as Microsoft Word, electronic
databases, e-mail, and internet navigation in addition to other office equipment and security systems.
Education and Experience
1. Bachelor’s degree or higher preferred.
2. Certified Records Manager (CRM) or Certified Public Records Officer (CPRO) credentials preferred.
3. A minimum of three years of experience as designated public records officer or responsible for responding to
public records requests, overseeing records management systems including management of electronic records
and record keeping systems for a government agency; OR any equivalent combination of experience, training and education is required.

Physical and Environmental Conditions

The physical demands described here are representative of those that must be met by a staff member to perform the essential functions of this job successfully. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the individual is required to communicate in English and operate a personal computer. An individual may occasionally move objects or materials weighing up to 35 pounds.
Incumbents are required to travel throughout the Library service area to community library locations. To accomplish this travel, the incumbent must be able to drive and hold a valid Washington State driver's license or arrange independently for such travel.


The following supplemental questions will be asked during the application process:
1. Describe your experience responding to Public Records Requests or other complex requests for the release of
information.
2. Describe two specific examples of times when you identified and prioritized records management needs for your organization.
3. Describe your experience developing and communicating best practices, procedures, and/or process
documentation. Please provide a specific example and describe your role.

4. Describe your educational and professional experience, including any certifications you have. How do these
qualifications make you the best candidate for this role?