Public Records Specialist and Records Manager
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Job Location:
Seattle, OR - USA
Yearly Salary:
$ 106106 - 134495
Posted on:
30+ days ago
Vacancies:
1 Vacancy
Job Summary
Summary
This recruitment will be used to fill a Career Service vacancy and to create an eligibility pool to fill future Career Service vacancies over the next six (6) months.
The King County Department of Public Defense (DPD) is seeking an experienced and professional Project/Program Manager III Public Records Specialist and Records Manager.
The Public Records Specialist and Manager will serve as the lead and subject matter expert as it is related to the Washington Public Records Act (PRA) and the departments records management practices. This position will provide consultation and management of all types of records management policies and public records requests made under the PRA. Duties will include providing coordination services managing large and/or complex public records requests and providing expert level advice and consultation to staff and department leadership. This position will be required of public records requirements varying degrees of technological expertise and varying skills levels.
Reporting to the Chief Operating Officer the Public Records Specialist (Project/Program Manager III) will be responsible for managing Public Record requests Requests for Information and overseeing records management policies procedures and projects related to client case files and DPD administrative records.
The Departments Mission Statement
The King County Department of Public Defense represents indigent adults and children facing a loss of liberty. Our department is an independent voice that promotes fairness and equity for our clients and advocates for their objectives interests and dignity.
DPD provides high quality legal representation to indigent clients in felonies misdemeanors juvenile defense family defense (dependency cases) involuntary commitment (mental illness) and sex offender commitment proceedings.
DPD advocates to reduce the harm and reach of the criminal and civil legal systems that restrict our clients liberty and advances policy reforms to reduce systemic racism. We strive to create a flexible workplace culture that is inclusive respectful and supportive premised on a shared anti-oppression framework. To learn more about DPD visit our website.Job Duties
ESSENTIAL JOB FUNCTIONS AND DUTIES include but are not limited to the following:
Records Management Program
- Serves as the Agency Records Officer for King County Department of Public Defense.
- Serves as a liaison between Public Defense and the King County Records Management Program.
- Provide department leadership and representation on countywide planning of records management practices.
- Lead develop and coordinate guidance process and policies to all organizational levels regarding records management compliance and risk mitigation.
- Provide strategies for achieving compliance within current and future records systems.
- Provide advice and consultation to leaders and to influence decision making or change.
- Coordinate the departments compliance with Records Management policies and procedures and retention schedules suggest amendments as warranted.
- Develop coordinate and present training to staff on Public Records/Records Management processes to ensure compliance and standard work.
- Lead and Maintain department records including storage archiving and/or destruction as per applicable regulations and policies.
- Develop and implement records retention plans and procedures and support initiatives to increase efficiency and effectiveness for the management of the departments records throughout its lifecycle.
Public Disclosure Program
- Manage and oversee public disclosure request in compliance with the Washington State Public Records Act (RCW 42.56) and King County Executive Branch Public Records Act Procedures.
- Monitor organize and track the timeliness of the departments response to Public Records Act request to assure compliance with all requirements under its provisions.
- Communicate and meet with record custodians and requestors to facilitate timely and thorough responses to public records requests.
- Collect performed and review of information to determine whether documents are responsive records for redactions and withholding exemptions.
- Serve as a technical expert for complex research and analysis for public records requests.
- Process a variety of public records request using information management systems related to public records requests.
- Provide department leadership and representation on countywide public records practices.
- As the primary liaison and lead consult with the Civil Division - Prosecuting Attorneys Office on legal issues related to public records requests.
- Develop effective working relationships with each requestor to clarify requests and provide timely and efficient responses.
- Efficiently and accurately redact or exempt information as necessary according to applicable laws and standards.
- Maintain confidentiality.
- Analyze processes and provide constructive feedback for improved customer service and departmental efficiency.
- Conduct assist with or coordinate data retrieval.
- Efficiently and effectively manage individual work time to meet a fluctuating workload and daily assignments.
Discovery and Litigation Response
- Identify and coordinate production of public records in keeping with timeliness standards required by the law coordinating with attorneys as needed or requested.
- Track and coordinate all discovery requests and legal holds for the department.
- Serve as technical expert for complex research and analysis related to discovery e-discovery and legal holds
- As the primary liaison and lead consult with the Civil Division - Prosecuting Attorneys Office on legal issues related to legal holds and discovery and litigation.
Request for Information Response
- Lead and manage complex information requests from initiation to final resolution ensuring adherence to statutory deadlines and internal protocols.
- Manage and oversee requests for information in compliance with the Washington State Public Employee Collective Bargaining (RCW 41.56).
- Monitor organize and track the timeliness of the departments response to requests for information.
*The Department reserves the right to update change and assign additional duties in support of DPDs mission.*
Experience Qualifications Knowledge Skills
- At least two (2) years demonstrated experience managing public records request per the Washington State Public Act (RCW 42.56) including:
- Coordinating responses from multiple record holders
- Ensuring accuracy and completeness of responses
- Knowledge of exemptions and withholding requirements
- Ensuring deadlines are met
- At least two (2) years of experience working with records retention schedules inventorying records creating retention schedules updating schedules as necessary and following proper procedures for dispositioning records including authorizing destruction.
- Are technical experts (advanced knowledge) with state and local laws regulations policies and procedures relating to the Public Records Act records retention and office technology.
- Proficient using Microsoft Word Excel Outlook SharePoint and Adobe Pro. Experience using e-discovery tools electronic records management and public records request tracking system.
- Familiarity with government agencies or knowledge of King Countys records systems.
- Proficient using Adobe Pro.
- Ability to handle multiple competing priorities organize and manage workload and make decisions necessary to respond in an expeditious manner.
- Are excellent written and verbal communications and can build effective working relationships with multiple stakeholders and customers internal and external to the department.
- The ability to provide strong customer service skills with all internal and external customers.
- Are able to monitor multiple complex records production efforts and resolve conflict and defuse difficult situations that potentially may delay timely production.
- Ability to provide useful training and consultation to staff with various levels of knowledge about records.
- Ability to identify and prioritize time-sensitive matters and respond with a sense of urgency while adapting to changes in workload demands.
- Demonstrated ability to work independently with minimal guidance.
- Demonstrated skill and experience in maintaining a high level of confidentiality and exercising good judgement independently.
- Demonstrated success in coordinating managing and responding to a high volume of public records request made per the Washington State Public Records Act.
- Knowledge of records management practices and record retention techniques and principles.
- Demonstrated experience gathering manipulating and using data.
- Skill in working with a variety of individuals from diverse backgrounds.
Most Competitive Candidates Will Possess:
- Bachelors degree in Public Administration Records Management Business Administration or related field; and two or more years of experience responding to or coordinating responses to public records act requests made per the Washington State Public Records Act; or any combination of experience/education/training that provides the required knowledge skills and abilities to perform the work.
- Public Records officer Certification through the Washington Association of Public Records Officers (WAPRO)
- eDiscovery / Electronic Discovery Reference Model (EDRM) experience.
- Experience with GovQA or other Public records Management software.
- Experience with Peoplesoft or other ERP software.
- Experience with Laserfiche or other ECM software.
- Certified Public Records Officer/WAPRO membership.
- At least two (2) years demonstrated experience managing public records request per the Washington State Public Act (RCW 42.56) including:
Supplemental Information
At King County our work is guided by our True North and values. Our True North is what we aspire to: Making King County a welcoming community where every person can thrive.
King County offers great benefits to include a pension plan holidays transit pass plus training and education opportunities to promote growth and development. Our focus is to provide our employees with work life balance.
ARE YOU READY TO APPLY
This opportunity to join DPD is open to all qualified applicants.Please apply at be considered for this role submit the following items:- Completed King County application.
- A current resume.
- Cover letter detailing your background and what you can bring to the Department of Public Defense in this role.
This recruitment may be used to create an eligibility pool to fill future Career Service vacancies over the next six (6) months.
Work Schedule and Location
The Operations team works in a hybrid model with days in the office as well as telecommuting. The ratio of remote to onsite work will be dependent on business needs and is subject to change. The primary onsite location is the Dexter Horton Building 710 Second Avenue Seattle.Employees must reside in Washington state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.
DPD maintains physical offices in the following locations:
- Dexter Horton Building 710 Second Avenue Seattle
- Jefferson Street Building 1401 East Jefferson Seattle
- Meeker Street Building 420 West Harrison Street Kent
Rotations of work location andpractice area and/or workflow are an essential function and can occur based on business need.
The typical workweek is 40 hours per week Monday through Friday 8:00 a.m. to 5:00 p.m. This position is non-exempt from the provisions of the Fair Labor Standards Act and is eligible for overtime.
DPD Policies
Outside Work Policy for Administrative Staff will apply to employees such that you must receive approval from your supervisor before being permitted to engage in outside employment for compensation or volunteer.
Union Membership
This position is not represented by a union.
Forbes recently named King County as one of Washington States best employers.
Together with leadership and our employees were changing the way government delivers service and winning national recognition as a model of excellence. Are you ready to make a differenceCome join the team dedicated to serving one of the nations best places to live work and play.
Guided by ourTrue North we are making King County a welcoming community where every person can thrive. We value diversity inclusion and belonging in our workplace and workforce. To reach this goal we are committed to workforce equity. Equitable recruiting support and retention is how we will obtain the highest quality workforce in our region; a workforce that shares and will help advance our guiding principles--we are one team; we solve problems; we focus on the customer; we drive for results; we are racially just; we respect all people; we lead the way; and we are responsible stewards. We encourage people of all backgrounds and identities to apply including Native American and people of color immigrants refugees women LGBTQ people living with disabilities and veterans.
King County is an Equal Employment Opportunity (EEO) Employer
No person is unlawfully excluded from employment opportunities based on race color religion national origin sex (including gender identity sexual orientation and pregnancy) age genetic information disability veteran status or other protected class. Our EEO policy applies to all employment actions including but not limited to recruitment hiring selection for training promotion transfer demotion layoff termination rates of pay or other forms of compensation.
To Apply
If you are interested in pursuing this position please follow the application instructions carefully. If you need this announcement in an alternate language or format would like to request accommodation or assistance in the application or assessment process or if you have questions please contact the recruiter listed on this job announcement.
SALARY AND BENEFITS:
In accordance with RCW 49.58.110 this salary reflects the full salary range for this position. Individual placement within the range is based on the candidates current experience education skills and abilities related to the position. King County offers a comprehensive benefits package which includes paid sick and vacation leave; paid holidays; medical dental vision flexible spending accounts life and disability insurance for employees and dependents; retirement and deferred compensation. For additional information please review the detailed summary of benefits offered by King County.
Required Experience:
Manager
Key Skills
- General Counsel
- Information Management
- Adobe Acrobat
- HIPAA
- Information Governance
- Records Management
- Sharepoint
- Filing
- Knowledge Management
- Medical Records
- iManage
- Taxonomy
