Administrative Assistant Public Records

POSITION OBJECTIVE:

The position of Administrative Assistant Public Records is done for the purpose of supporting the public records function of the District.

COMMITMENT TO EQUITY:

The Bellevue School District is committed to a diverse workforce representative of our students one that embraces and models cultural competency as an international community.

DUTIES & RESPONSIBILITIES: (These duties are a representative sample; position assignments may vary.)
Serves as the secondary point of contact for public records requests
Receives logs and tracks new public records requests using GovQA software
Maintains accurate records of communications timelines and actions taken
Identifies staff who may have records responsive to requests and coordinates record retrieval
Manages deadlines for complicated/multi-installment requests including setting calendar due dates and progress updates
Reviews redacts and prepares records for release
Constructs and completes thorough appropriately documented record searches
Maintains legal compliance with PRA and FERPA requirements
Exercises independent judgment in determining exemptions and timelines
Identifies issues that require legal input for complex sensitive or high-risk requests
Monitors the public records inbox and runs daily all-District checks for requests sent to staff
Coordinates with departments schools and individual records custodians to identify collect review redact and produce responsive records
Provides assistance to requestors including clarifying requests and explaining processes and procedures
Collaborates with administrators school staff and legal affairs team members to ensure compliance with complex requests
Maintains a service-oriented approach to requestors many of whom may be difficult or aggressive; ability to diffuse conflict and set boundaries as necessary
Ensure strict compliance with laws governing exempt materials under PRA FERPA etc.
Performs other job-related duties as assigned.

REPORTING RELATIONSHIPS:

Reports directly to and is supervised by the Public Records Officer

EDUCATION & EXPERIENCE (positions in this class typically require):

Required:
High school diploma or equivalent
Three years experience in administrative support or office management

Preferred:
Experience working in a legal municipal or records management setting

Allowable Substitutions:
Experience supporting compliance processes handling confidential information or managing high-volume administrative workflows

LICENSING REQUIREMENTS (positions in this class typically require):

None

KNOWLEDGE (position requirements at entry):

Knowledge of the Washington PRA or ability to learn quickly
Possesses exceptional organizational skills
Demonstrates working knowledge of Microsoft 365 products
Excellent written and verbal communication skills
Dependable organized consistent

SKILLS (position requirements at entry):

Exercises independent judgment in determining exemptions and timelines
Manages complex high-volume requests with accuracy
Remains flexible when priorities or tasks shift
Focuses on large-scale redaction projects with close attention to detail
Maintains strict confidentiality as required
Demonstrates customer service skills with a focus on timely and clear communication both verbally and in writing
Possesses ability to diffuse conflict and set boundaries as necessary
Complies with best practices outlined by the Attorney Generals office and case law
Demonstrates multicultural sensitivity with the ability to effectively and collaboratively work with diverse populations
Ability to perform all duties in accordance with all applicable Board policies and district and legal requirements
Ability to meet and maintain punctuality and attendance expectations

PHYSICAL REQUIREMENTS:

Positions in this class typically require: stooping kneeling crouching reaching standing walking pushing pulling lifting finger dexterity grasping talking hearing seeing and repetitive motions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift carry push pull or otherwise move objects including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Incumbents may be subjected to moving mechanical parts odors chemicals extreme temperatures inadequate lighting workspace restrictions and intense noises.

CONDITIONS OF EMPLOYMENT:

AISP pay grade D $ 32.09 to $ 34.04/hour (starting hourly rate $ 32.09)based on negotiated collective bargaining agreement40 hours/week and a 260-day annual assignment. Medical dental vision long-term disability and life-insurance eligibility is based upon 630 hours worked within a school year. Retirement provided through Washington State Department of Retirement Systems.

NOTE:

The above job description is intended to represent only the key areas of responsibilities for this position. Specific duties and position assignments may vary depending on the operational needs of the department.

Verification of identity and authorization to work in the United States must be completed. The District does not currently provide visa sponsorship. All offers of employment are contingent upon satisfactory results of background checks with prior employers/professional references; satisfactory outcome of a criminal history background check (includes fingerprinting); satisfactory outcome of sexual misconduct information from prior school district employers; and approval by the Bellevue School Board.

Bellevue School District does not discriminate in any programs or activities on the basis of sex race ethnicity creed religion color national origin age honorably discharged veteran or military status sexual orientation gender expression gender identity homelessness immigration or citizenship status the presence of any sensory mental or physical disability neurodivergence or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts of America and other designated youth groups. The following employees have been designated to handle questions and complaints of alleged discrimination:

Civil Rights Racial Discrimination and Gender Expression or Identity Discrimination: Civil Rights/Nondiscrimination Compliance Coordinator Nancy Pham or

Sex-based Discrimination including Sexual Harassment: Title IX Coordinator: Jeff Lowell or

Disability Discrimination:
Section 504/ADA Coordinator: Kerince Bowen or

Mailing address for all three: 12111 NE 1st Street Bellevue WA 98005.

Members of the public with disabilities who have specific concerns about the effectiveness of the Districts communications to them should contact Janine Thorn Chief Communications and Engagement Officer at or

Required Experience:

Junior IC