Temporary Records Management Specialist

Medical insurance, dental insurance, vision insurance, flexible benefit account, vacation time, paid holidays, sick time, retirement plan.

Temporary position through December 31, 2026. Assists in researching, analyzing, and carrying out city records management tasks, policies, and programs. Performs administrative tasks including indexing, maintenance, and compliance with statutory requirements. Work may be assigned to departmental or city‑wide functions.

• Creates processes and systems to maintain official City records, including indexing, filing, retrieval, and other appropriate methods.
• Coordinates on‑site and off‑site storage, document tracking, and adherence to records retention rules and schedules.
• Reviews agreements and contracts to ensure all required insurance and documentation are fulfilled.
• Reviews, verifies, and balances invoices and submits them for payment as appropriate.
• Assists with preparing responses to requests for information and/or public disclosure.
• Assists 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.
• Maintains subject, contract, property, and other official files, including year‑end transfer of inactive files to vault, onsite storage, off‑site storage, or destruction.
• Assists with gathering material in response to public disclosure requests or other legal requirements and ensures billing, reconciling, record‑keeping, and reporting to comply with audit and policy requirements.
• Coordinates the indexing of deeds, contracts, resolutions, ordinances, minutes, concomitants, covenants, and easements; performs indexing in the absence of support staff and demonstrates proficiency in related software programs.
• Updates and maintains materials in the public resource area for compliance with state statutes.
• Orchestrates on‑site and off‑site records programs, including processing and tracking of records requests, returns, and transfers.
• Copies and distributes City Council legislative documents (ordinances, resolutions, minutes) following meetings, ensuring all documents are signed and transmitted for publication per state law and recorded where applicable.
• Works with vendors or contractors for records‑related services such as microfilming, off‑site storage, ordinance codification, and records destruction.
• Arranges periodic microfilming of legislative records; distributes microfilm for public access, off‑site storage, and to State Archives.
• Provides ongoing assistance in the form of records‑related research and problem solving to City staff.
• Assists City departments in determining records retention.
• Coordinates codification with vendors for updates to the Kirkland Municipal Code and ensures distribution of code supplements.
• Scans materials for records retention and access.

• Provides backup assistance in meeting scheduling, distribution of materials, photocopying, and other tasks as assigned.
• Performs other duties as assigned.

• Ability to communicate effectively orally and in writing.
• Computer skills in word processing, spreadsheet, and database software programs.
• Physical ability to stand/sit for long periods, bend, squat, kneel, climb stairs, use a stepladder, reach, pull, and lift boxes up to 40 pounds; ability to sort and distinguish colors.
• Ability 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 a proficiency of 40 words per minute.
• Flexibility to changing priorities; high level of detail orientation and follow‑through on tasks to completion.
• Maintenance of confidentiality of information.

High school graduate or equivalent; a minimum of three years’ experience in records management or a related field, including two years of customer‑service experience to the public; basic to intermediate computer experience.