RECORDS SPECIALIST SENIOR
Location: Everett United States
Job Description:
RECORDS SPECIALIST SENIOR
Salary
$74,713.92 - $90,791.64 Annually
Location
Everett, WA
Job Type
Full-Time
Remote Employment
Flexible/Hybrid
Job Number
COU7682R
Department
County Council
Opening Date
01/28/2025
Closing Date
2/9/2025 11:59 PM Pacific
Description
Benefits
Questions
Description
BASIC FUNCTION
Snohomish County Council has a need for a Records Specialist Senior. Responsible for ensuring compliance with state and local public records laws, managing and archiving of records, and/or maintenance of various document management systems. Will have responsibility to assign work, coordinate and manage departmental records and responses to public records requests.
Job Duties
STATEMENT OF ESSENTIAL JOB DUTIES
Serves as records management subject matter expert acting as a consultant and resource to department staff on the Public Records Act as it relates to areas of department business and service. Works with county's Public Records Officer and Prosecuting Attorney's Office staff to coordinate efforts and ensure department compliance with policies and procedures.
Provides lead role in assigning and scheduling staff to ensure consistency in the processing of Public Records Requests and how records are managed within the department. Responsible for consistent application of local, county and state laws.
Analyzes and resolves technical problems and questions encountered in the work which subordinate level employees cannot answer; receives, investigates and resolves the customer's questions, problems, and complaints.
Develops, recommends and implements procedural changes and systems for use by subordinate level employees in the work unit; may serve as liaison with other departments or divisions; coordinates work flow within the assigned area.
Develops training materials and provides training to department staff regarding the Public Records Act (chapter 42.56 RCW) requirements and responsibilities for responding to public records requests.
Develops and maintains record retention guidelines; monitors for compliance with the Secretary of State's retention schedules; advises departmental staff on records management; trains department staff on record management systems, policies, and procedures.
Maintains and implements record archival, transfer, and storing procedures in accordance with state law and county code and policy.
Arranges for proper disposal of all records in accordance with the Secretary of State's retention schedules.
Provides assistance in research, and retrieval of documents and reference material for public and employees.
Provides lead role in coordinating and responding to high profile, and/or complex public records requests that include review of confidential and/or sensitive materials.
Reviews collected records to ensure they are responsive and complete according to the request submitted; conducts research and analysis to determine if collected records are exempt from disclosure and coordinates with legal staff for review of records anticipated to be exempt.
Performs electronic redactions of exempt information; creates and maintains exemption logs for public records requests.
Under the direction of and consultation with the county's Public Records Officer, tracks and compiles statistical data on public records requests in order to respond to budget and other inquiries.
Responds to and coordinates with other county departments on public records requests; coordinates responses when multiple departments have responsive records; may take lead on compilation of other records from other departments.
Advises and provides consultation services on records management for strategic departmental and countywide projects
Keeps informed regarding legislative and case law changes regarding records management and public records requests; updates staff in response to changes.
Oversees and ensures maintenance of scanning and viewing equipment as needed.
STATEMENT OF OTHER DUTIES
Attends professional seminars, trainings, and meetings as required.
May perform job duties of the Records Specialist.
Performs related duties as assigned.
Minimum Qualifications
MINIMUM QUALIFICATIONS
Associate's degree in Public Administration or related subject area; AND four (4) years records management experience including demonstrated responsibility for managing complex public records requests; OR, any combination of training and/or experience that provides for the required knowledge and abilities. Must pass job related tests.
PREFERRED QUALIFICATIONS
Previous experience in responding to public records requests, including gathering, analyzing and redacting records per established policies and procedures.
Additional Information
KNOWLEDGE AND ABILITIES
Knowledge of:
Washington State Public Records Act (RCW 42.56) and related privacy laws and regulations
Washington State Records Retention Schedules
Washington State Preservation and Destruction of Public Records (RCW 40.14)
litigation discovery practices
comprehensive paper and electronic records management systems
electronic data management and permit tracking databases, micrographics, scanning, imaging, and reprographic processes and techniques
Microsoft Office Suite and other software programs
standard office practices and procedures
Ability to:
develop and maintain cooperative, effective working relationships with department and county staff and the public in order to provide fullest assistance and most timely possible action on public records requests
maintain a positive attitude with customers and provide outstanding customer service
follow oral and written instructions
communicate effectively and courteously with peoples of diverse ethnic backgrounds, both orally and in writing
develop and deliver training on records management
work with complex records and information involving application and interpretation of rules, regulations, and policies
analyze large volumes of complex information under strict deadlines
handle multiple and competing deadlines and priorities, organize and manage workload, and make decisions necessary to respond to records requests in an expeditious manner
work calmly under pressure to meet deadlines and cope with interruptions
maintain strict confidentiality and exercise discretion and sound decision-making when handling sensitive documents
maintain integrity of records demonstrating a high degree of accuracy and organizational skills including documenting information research, practices, and resources
develop organizational systems for management of paper and electronic records
SUPERVISION
Employee receives limited supervision from a supervisor as assigned. The supervisor establishes objectives, priorities and deadlines. The employee plans and carries out successive steps and resolves problems in accordance with instructions, policies, and accepted practices. Work is performed with considerable independence and is reviewed through status reports, meetings and evaluation of results obtained.
WORKING CONDITIONS
The work is performed in an office environment, but may require visits to remote locations and records storage locations. Lifting and carrying is required up to thirty-five pounds frequently and up to fifty-five pounds occasionally. May be required to walk up to five blocks to reach storage sites and to retrieve files in inclement weather. Required to push cart to storage units and push over carpets, concrete, and aggregate surfaces. Ladders/step stools are used to access boxes.
Snohomish County is an Equal Employment Opportunity (EEO) employer.
Accommodations for individuals with disabilities are provided upon request.
EEO policy and ADA notice
Snohomish County offers a comprehensive benefits package to employees that receive a regular appointment who work at least 20 hours a week.
Visit www.snohomishcountywa.gov/Benefits to learn more about the following benefits.
County Benefits
Medical Insurance
Vision Insurance
Dental Insurance
Retirement
Basic Group Term Life Insurance/ Accidental Death and Dismemberment (AD&D) Insurance
Long Term Disability (LTD)
Commuting Benefits
Employee Assistance Program (EAP)
Partners for Health Employee Wellness Program
Leave & Holidays
Voluntary Benefits
Deferred Compensation 457(b)
Supplemental Group Term Life Insurance
Additional Accidental Death and Dismemberment Insurance (AD&D)
Flexible Spending Accounts (FSA)
Supplemental Individual Insurance Policies
Healthcare Premiums
Regular full-time employees: If you work 35 or more hours per week, you will pay these monthly premiums for medical insurance. The County pays the monthly premiums for vision, dental, and basic life insurance.
Regular part-time employees: If you work between 20 and 34 hours per week, you will pay pro-rated monthly premiums for medical, dental, vision, and basic life insurance. The County's contribution toward the premium for an employee in a regular part-time appointment will be pro-rated in an amount equal to the F.T.E. percentage the employee is assigned.
Note: Temporary employees, seasonal employees and paid interns may be eligible for medical insurance benefits. Review the County's ACA Employer Shared Responsibility Guide to learn more.
01
Describe your experience and approach to building and maintaining effective professional relationships with a wide range of individuals.
02
Describe how your education, training, and work experience have prepared you to process detailed public records requests, and to effectively communicate with requestors in accordance with the Public Records Act (PRA), RCW 42.56.
03
Describe an event where you used your communication skills to navigate a professional conversation with someone with differing views from your own.
04
Which of the following best describes your years of experience organizing, maintaining and retrieving information through the utilization of a computer database?
No experience
1 - 2 years
3 - 5 years
5+ years
05
Which of the following best describes your years of experience analyzing documents, records, or other information pertaining to a request of records to determine relevance and responsiveness?
No experience
1 - 2 years
3 - 5 years
5+ years
06
Which of the following best describes your years of experience redacting public records and creating exemption logs?
No experience
1 - 2 years
3 - 5 years
5+ years
07
Which of the following best describes your years of experience working in a highly repetitive, high volume, deadline sensitive environment?
No experience
1 - 2 years
3 - 5 years
5+ years
08
Which of the following statements best describe your years of experience responding to or coordinating responses to public records act requests per Washington State Public Records Act (RCW 42.56)?
No experience
1 - 2 years
3 - 5 years
5+ years
Required Question
