Temporary Records Management Specialist

Temporary Records Management Position

Assist in researching, analyzing and carrying out City records management tasks, policies and programs. Perform administrative and records management tasks including the indexing and maintenance of official City records to comply with statutory requirements. The Accountabilities and Responsibilities of this position may be assigned to fulfill either departmental programs or City‑wide functions.

• Creates processes and systems to maintain official City records, which includes indexing, filing, retrieval and other means as appropriate to the type of record. Coordinate on‑site and off‑site storage, document tracking, and adherence to records retention rules and schedules.
• Review agreements and contracts to make sure all required insurance and other documentation requirements are fulfilled.
• Review, verify and balance invoices and submit invoices for payment as appropriate.
• Assist with preparing appropriate responses to requests for information and/or public disclosure.
• Assist with data collection, auditing and reporting of information in response to requests or legal requirements.
• Processes, retains and disseminates confidential records and information in compliance with all applicable laws and policies.

• Maintain subject, contract, property, and other official files. Includes year‑end file system transfer of inactive files to vault, onsite storage, off‑site storage or destruction. Assist with the gathering of material in response to public disclosure requests, or other legal requirements and assures billing, reconciling, record‑keeping and reporting to comply with audit and policy requirements.
• Review contracts for completion and coordinate the indexing of deeds, contracts, resolutions, ordinances, minutes, concomitants, covenants and easements. Perform the indexing in the absence of support staff and demonstrate proficiency in the use of related software programs.
• Update and maintain materials in public resource area for compliance with state statutes.
• Orchestrate on‑site and off‑site records program, including processing and tracking of records requests, returns and transfers.
• Copy and distribute City Council legislative documents (ordinances, resolutions, minutes) following City Council meetings, making sure all documents are signed and transmitted for publication in accordance with state law and recorded where applicable.
• Work with vendors or contractors for records related services such as microfilming, off‑site storage, ordinance codification and records destruction.
• Arrange for periodic microfilming of legislative records; distribution of microfilm for public access, to off‑site storage and to State Archives.
• Provide ongoing assistance in the form of records related research & problem solving to City staff. Provide assistance to City departments in determining records retention.
• Coordinate codification with vendor for updates to the Kirkland Municipal Code and ensure distribution of code supplements.
• Scan materials for records retention and access.

• Provide backup assistance in the form of meeting scheduling, distribution of materials, photocopying, and other tasks as assigned.
• Perform other duties as assigned.

• Ability to communicate effectively both orally and in written form.
• Computer skills in word processing, spreadsheet and database software programs.
• Ability to stand/sit for long periods of time, bend, squat, kneel, climb stairs, use stepladder, reach, pull and lift boxes not to exceed 40 pounds in weight, and ability to sort and distinguish colors.
• Must be able to multi‑task, prioritize work and meet deadlines.
• Excellent problem‑solving and customer service skills.
• Ability to read and understand procedures.
• Skills in creating and maintaining records, files/filing systems, and databases.
• Keyboard skills with proficiency of 40 words per minute.
• Flexibility to changing priorities; high level of detail orientation and follow‑through on tasks to completion.
• Maintain confidentiality of information.

Minimum Qualifications:

High school graduate or equivalent. A…