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…