Public Records Adminstrator

County Public Records Administrator

This position serves as the County Public Records Administrator. Performs a variety of complex duties associated with fulfilling requests for public records as required under Washington State's Public Records Act (RCW 42.56). Oversees public records management and Public Records Act compliance. Develops policy and systems for public records management and provides guidance and training to all County departments and Elected Official's Offices for the effective and appropriate disclosure and retention of public records in the spirit of full assistance to citizens and departments and transparency under the Act.
Serves as primary contact for processing requests for public records. Assist with requests for discovery. Communicate with requestors to provide assistance and timely action on public records requests, including clarifying and prioritizing elements of the requests, establishing reasonable timeframes for response and communicating clearly in writing. Prepare or coordinate response letters to requestors; assist with scheduling appointments for review of records; oversee review of records; and, respond to questions related to the County's Public Disclosure and Production Policy. Coordinate with County departments and offices on locating responsive records and production of records and information responsive to requests. Direct time frames for responses. Coordinate assembly of multi-departmental responses. Review collected records to ensure they are responsive and complete according to the request. Conduct research and analysis to determine if collected records are exempt from disclosure and coordinate the review of records which may be exempt and prepare required redaction report(s). Develop, implement, and maintain a centralized system and tracking process for all public disclosure requests, including the filing and retrieval, indexing, retention, storage, scanning, and reproduction of County records, ensuring that the records are researched, analyzed and processed for public disclosure in accordance and compliance with applicable federal, state and local laws and regulations. Provide guidance and support to offices and departments to understand and utilize the Washington State Archive retention policies and procedures. Provide guidance to departments and offices for all public records, not required in their current operation, to be transferred to the state archives so that the valuable and historical records of the state may be centralized, made more widely available and insured permanent preservation, provided such public records are not approved for destruction. Provide guidance to all departments and offices appropriate public records management practices and policies. Coordinate with the Information Technology staff and County departments and offices' Public Records Officers on compliance with the Public Records Act and state retention requirements. Administer applicable policies and propose changes as needed to address changing technology and improvements to County retention systems. Assist departments in researching information and documents stored in various formats to fulfill requests for public records and retention schedules. Acts as liaison between state and local offices in matters of county records management and the Public Records Act. Organize, provide and/or present county-wide training regarding retention of records and public records requests. Develop and maintain a variety of performance measures documenting volumes and complexity of request and work effort required to comply with federal, state and local laws, policies and procedures related to fulfilling records requests. Model a high standard of professional conduct, assure that absolute confidentiality is maintained as required, and exercise discretion regarding exemptions to information the Public Records Administrator may view in the course of fulfilling their responsibilities. Assists in the planning and development of the project budget and develops long range operational plans for retention and public records requests process. Locates, prepares applications, and utilizes grants in meeting program objectives, including exploring County-Wide retention software systems grants. Monitors and ensures all requirements of grants and contracts are met. Creates and updates forms for use by the public and departments/offices. Posts forms on County website as necessary. Ability to attend conferences/training overnight and retain WAPRO certification.
Additional Job Duties: Represents the County as spokesperson at public meetings, as assigned. Perform other related duties as needed.
Requirements/Minimum Qualifications

Knowledge of principles, practices, and techniques and advanced computer skills to accomplish the basic function of this position, including any safety and/or legal requirements. This may, but not necessarily, include specialized skills. Knowledge of local government practices and procedures, records management practices for archiving documents and Electronically Stored Information (ESI), e-mail and Web administration and archiving are desired. Knowledge of applicable RCW's and WAC's Any equivalent combination of education and experience that provides the applicant with the required knowledge, skills, and abilities to perform this job. A typical way to obtain the knowledge and abilities would be: AA or BA in Office Management, Public Administration or a related field is preferred Minimum of 6 years technical experience relating to public records and archiving.
Licenses, Certificates and Other Requirements

Valid state driver's license in state of residence. The selected candidate will be required to undergo fingerprinting, pass a criminal history background check, and complete security awareness training as a condition of employment. Certified as a Public Records Officer by the Washington State Association of Public Records Officials within two years of hire.