Public Records & Office Specialist

Association of Washington Cities (AWC) is recruiting a full-time Public Records and Office Specialist to join our dynamic and customer orientated team.

Founded in 1933 AWC is a private nonprofit nonpartisan organization which provides a wide array of services to all 281 cities and towns in the State of Washington. AWC builds connections between our states diverse cities and towns while providing our members with the support needed to thrive through delivery of data-driven education nationally recognized pooling programs and nonpartisan advocacy. Membership is voluntary and we are proud that AWC maintains 100% participation. AWC is a vibrant fast-paced organization supported by 70 employees who are passionate about serving our members. We have a diverse team with subject matter expertise in various areas.

About the position

This position is responsible for performing complex administrative tasks in support of the administrative team serving all departments and programs within the organization. Duties include assisting the Public Records Officer in processing public records requests in compliance with RCW 42.56. The incumbent will also assist at the front desk answering the main phone line and welcoming guests. The incumbent must be highly skilled in Microsoft 365 office products and maintain a high attention to detail and accuracy.

AWC welcomes applicants from all backgrounds. We value the unique views backgrounds experiences expertise and potential of all our employees. We are committed to following our core values of collaboration equity innovation integrity and respect.

Compensation and benefits:

Salary

The full salary range for this position is $59808 - $89712 annually. The top candidates placement within the range will typically fall between the minimum and 25th percentile of the range depending on education training experience and other conditions consistent with AWC policy. A compensation market analysis is completed every other year. As outlined in policy AWC employees generally receive an annual adjustment based on market and economic changes and an increase based on meeting full performance expectations.

Health insurance

AWC pays 100% of the medical premium for employees and 90% of the medical premium for spouse/domestic partner and child(ren) up to age 26. Dental and vision insurance are 100% employer-paid for employees and eligible dependents.

Retirement benefits

For every $1 an employee contributes toward their 401(k) AWC matches the contribution with $1.20 up to 10% of the employees base salary subject to IRS thresholds. Employer match can also be applied towards eligible student loan payments.

Paid leave

Four hours of paid vacation leave in the first year of employment for every semi-monthly pay period with vacation accrual increasing over time; four hours of paid sick leave for every semi-monthly pay period; 11 paid holidays and two floating holidays each year.

Additional benefits

Basic life insurance and disability insurance; employer-funded Health Reimbursement Arrangement (HRA) ranging from $770 to $1980 based upon enrollment in the medical insurance plans; access to outstanding performance awards and tuition assistance; and staff appreciation events.

This position works full-time in the AWC office in Olympia WA.

Recruitment closes on December 8 2025 at 9:00 am.

What youll be doing:

• Provide support to the Public Records Officer in processing public record requests in accordance with RCW 42.56.
• Assist the Public Records Officer in applying record redactions and creating exemption logs.
• Assist with searches of electronic and hardcopy records responsive to requests within specified criteria and under the direction of the Public Records Officer.
• Provide back up with public records request tracking system to ensure timely response to record requests.
• Prepare records production by converting records to formats for preservation or accessible by the public.
• Process highly technical administrative tasks including complex mail merges and be a resource to the administrative team on leveraging the M365 applications.
• Lend assistance and direction to the administrative team when manager is out of office.
• Work with manager to ensure processes working with HIPAA data are secure and complete all tasks in alignment with policies and procedures.
• Process mail checks and other documents as needed with accuracy to ensure confidential and HIPAA protected information is properly handled and secured.
• Provide front-desk coverage as needed by managing a multiline phone system greeting guests.
• Support administrative staff in preparing for events including pre and post-event packing.
• Copy scan file and/or organize records as assigned.
• Assist in performing file audits to ensure compliance with records retention schedules.
• Assist in the management and destruction of records in accordance with the retention schedules.

Requirements:

• Two years experience in administrative support with emphasis on document management.
• Associates degree or combination of education experience and proven success in a similar role.

What you bring to the team:

• Ability to consistently perform work without errors maintaining a high attention to detail and accuracy.
• Highly skilled at using Microsoft 365 office products Adobe Pro and other proprietary systems.
• Ability to use discretion when dealing with confidential and sensitive information.
• Skilled communicator with the ability to communicate orally and in writing clear and to the point.
• Ability to effectively prioritize tasks manage time and utilizes resources for self and others to ensure work is completed on schedule.
• Knowledge of the Washington State Public Records Act.
• Ability to work as a member of a team and to collaborate on organizational initiatives.
• Demonstrate strong judgement and decisiveness within the scope of established policies and procedures ensuring adherence to standards.
• Proficient knowledge of business writing punctuation grammar proof reading spelling and arithmetic.
• Ability to model the organizations high standards of quality customer service to all internal and external customers; represent AWC in a positive professional manner while using tact discretion and courtesy.
• Ability to maintain regular and predictable attendance and punctuality.

Working conditions:

Work is performed primarily in an office setting and sedentary in nature with prolonged periods of sitting at a desk and working on a computer. Incumbent must be able to lift up to and carry 30 pounds at times. Work may also involve standing for long periods stooping repetitive motions with hand wrist and fingers. Driving an automobile may be necessary incumbent may spend prolonged periods in a vehicle.

To request reasonable accommodations in the application process please email .

AWC is looking for people who can help us achieve our mission and vision not just check the boxes. If youre excited about this role and interested in supporting local government we encourage you to apply. You might just be the right candidate for this role or other roles at AWC!

All offers of employment are contingent to authorization for employment in the United States criminal background check reference checks and required education/credential verification. Information obtained from the background check will not necessarily preclude employment but may be considered.

All AWC employees must work in Washington state unless explicitly preapproved by the CEO to work in Oregon or Idaho.

AWC is an Equal Opportunity Employer and values diversity on our team. Applicants are considered for positions without regard to race color religion creed sex sexual orientation national origin ancestry age perceived or actual physical or mental disability genetic information marital status veteran status gender identity or expression as required by federal state and local laws.