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

* Demonstrates effective use of the following systems:
GovQA (request tracking), Veritone (video redaction), Barracuda, Premiere Pro, etc.

* 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 General's 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 agreement, 40 hours/week and a 260-day annual assignment. Medical, dental, vision, long-term disability, and life-insurance eligibility is based upon 630 hours…