Public Records Officer District Records Manager 1353

Location:

District Office

Anticipated start date:

ASAP

Days per year:

260

Hours per day:

8.0

Shift time:

8:004:30

Position Info:

• This is a salaried nonrepresented professionaltechnical position.

Benefit Info:

• *Benefits offered: Medical Dental Vision Prescription (SEBB) LongTerm Disability Insurance Accidental Death and Dismemberment Insurance and Life Insurance Retirement Sick personal and bereavement leave Health Reimbursement Arrangement (VEBA) Employee Assistance Program. *Optional Benefits: Additional life and accidental death and dismemberment insurance Deferred compensation Annuities 403(b) Roth) Medical flexible spending arrangement Limited purpose flexible spending arrangement Dependent care assistance program

CLASSIFICATION: Professional Technical II

TITLE: Public Records Officer & District Records Manager

REPORTS TO: Director of Communications

POSITION SUMMARY

The Public Records Officer/District Records Manager is responsible for overseeing the Districts public records and student records management program. This position serves as the primary point of contact for all public records and student records requests and provides expert guidance and support to district administrators and school staff. The role involves managing the full lifecycle of records requests including communication research collection review redaction and fulfillment of each request. The Public Records Officer/District Records Manager ensures District compliance with all applicable laws and regulations including the Public Records Act the Family Educational Rights and Privacy Act (FERPA) and other federal and state statutes.

In addition to request processing this role serves as the Districts subject matter expert on records management policies and procedures. The individual will be responsible for maintaining and updating records retention schedules training staff on proper records handling and ensuring consistent practices across departments. The position also oversees the management and archiving of District records generates reports and analyzes data related to records management and request trends. Strong organizational analytical and communication skills are essential along with the ability to manage sensitive and confidential information.

QUALIFICATIONS

Essential Qualifications:

• BA/BS degree or equivalent experience; Certified Public Records Officer (CPRO) designation preferred
• Experience in a governmental records program and/or a legal environment
• Experience with records management systems preferred
• Experience working in a school environment with students staff and the public
• Valid Washington State drivers license or evidence of mobility

Special Requirements:

• Successful Washington State Patrol and Federal Bureau of Investigation fingerprint clearance
• I9 employment eligibility in compliance with the Immigrations Reform and Control Act
• HIV/HBV training (obtain within 60 days of hire date District provided)
• Human Resources new hire training (obtain within 60 days of hire date District provided)
• FirstAid/CPR training
• Availability work extra hours and/or days to meet deadlines and complete assignments if required

Knowledge and Skills:

• Knowledge of legal processes including the Public Records Act the Federal Education Rights & Privacy Act (FERPA) and other federal and state statutes.
• Ability to set realistic timelines for records request fulfillment and meet the set expectations.
• Ability to model exceptional and equitable customer service with emphasis on responsiveness prioritization and flexibility with diverse groups of customers.
• Advanced knowledge of Google Suite complex searching and Microsoft Office Suite and the ability to learn and independently develop skills with new database systems.
• Ability to independently spot system inefficiencies and provide and implement recommendations for improvement.
• Highly developed organizational skills.
• Effective written and verbal communication skills.
• Ability to work independently in a timely and consistent manner with quality followthrough.
• Ability to utilize critical and analytical thinking skills to solve problems
• Ability to multitask strategize and prioritize to ensure deadlines and requirements are met.
• Ability to build and maintain interdepartmental and crossfunctional relationships across the organization.
• Ability to exercise a high degree of confidentiality in all matters.

POSITION RESPONSIBILITIES

The list of position responsibilities are not exhaustive and may be supplemented as necessary.

• Manages the full lifecycle of records requests including communication research collection review redaction and fulfillment of each request.
• Conducts complex searches for records that may involve collaborating with District staff outside agencies or electronic searches of District servers.
• Inputs and ensures accurate tracking of requests in the Districts online public records system.
• Maintains current knowledge and ensures District compliance with all applicible laws and regulations including the Public Records Act FERPA and other federal and state statutes.
• Provides guidance and training on public records policies and student records policies and procedures and consults with District staff on the requirements of and compliance with the Public Records Act and applicable Washington State Records Retention Schedules.
• Gathers and analyzes data and develops and maintains a variety of performance metrics on District public records costs staff time and response time.
• Maintains compliance with the required retention schedule regarding student and staff records. Organizes the disposition of records accordingly.
• Follows Monroe School District policies procedures and protocols.
• Other duties as assigned.

PHYSICAL/MENTAL REQUIREMENTS

The physical/mental requirements described are representative of those an employee may encounter while performing the essential functions of this job and may be supplemented as necessary.

This position is primarily performed indoors in an office environment and involves extensive work at a computer display terminal with the ability to alternate between sitting or standing at will. The employee will frequently bend or twist at the neck and trunk; reach and perform repetitive motions use the hands in both gross and fine motor manipulation while performing the duties of this job.

Additional physical requirements include the following:

• Physically capable of frequently lifting or moving 10 to 20 pounds
• Ability to crouch stoop and kneel
• Clarity of vision at approximately 20 inches or less (i.e. working with small objects or reading small print) including use of computers.
• Manual dexterity for the purpose of using a telephone and keyboarding
• Hear and understand speech at normal levels and on the telephone
• Ability to effectively communicate with others to exchange information
• Ability to operate a motor vehicle

Reasonable accommodation may be made to enable a person with a disability to perform the essential functions of the job.

EMPLOYMENT CONDITIONS

This position is part of the professional technical work group. The position will work a schedule of 260 days. Salary and benefits as determined by the current salary schedule. Employee is required to complete all mandatory district training by specified deadlines.

EVALUATION PROCEDURES

Performance shall be evaluated annually according to Board and administrative policies and procedures.

Revised: June 16 2019

Revised: October 5 2020

Revised: August 11 2023

Revised: April 16 2025

Required Experience:

Manager