Administrative Assistant Public Records

Administrative Assistant for Public Records

Northshore School District 417 - CENTRAL ADMINISTRATION CENTER - BOTHELL, Washington

Job : 5748187

Final date to receive applications
:
Posted until filled

Posted
:
May 29, 2026 7:00 AM (UTC)

Starting Date
:
To Be Determined

Position Type
:
Full-Time

Salary
: $120,780 to $126,895 Per Year

Job Categories
:
Support Staff >
Administrative Assistant

The Administrative Assistant for Public Records provides essential administrative and operational support to the District's Public Records Officer (Deputy Superintendent / CFO) in managing the district’s compliance with the Washington State Public Records Act (RCW 42.56). Under the direction and supervision of the Public Records Officer, this position performs the day‑to‑day administrative functions of the public records program, including intake, tracking, document retrieval, redaction, and response coordination—ensuring requests are processed accurately, completely, and within statutory deadlines.

Approximately 20% or less of this position’s time may be directed to providing administrative support to the Director of Human Resources, as workload requires. All public records work is performed under the direct supervision and authority of the Deputy Superintendent / CFO as the designated Public Records Officer. The position exercises no independent legal authority over public records determinations; final decisions regarding exemptions, denials, and legal sufficiency of responses rest with the Public Records Officer.

This is a confidential classified position due to access to sensitive employee, student, and legal records. The incumbent must demonstrate a high degree of discretion, accuracy, and professional judgment in handling confidential information.

• Receive, log, and acknowledge incoming public records requests submitted via mail, email, in-person, or online portal; assign tracking numbers and initiate files in the district’s records management system.
• Monitor all active public records requests to ensure acknowledgment, extension notices, installment responses, and final responses are issued within statutory time frames under RCW 42.56.
• Prepare and send standard written correspondence to requestors under the direction of the Public Records Officer, including acknowledgment letters, extension notices, clarification requests, installment production notices, and closure letters.
• Coordinate record retrieval by contacting district departments, school buildings, and administrators to gather responsive documents; track receipt and completeness of records collected.
• Perform initial review and organization of responsive records; flag documents that may contain potentially exempt information for review and direction by the Public Records Officer.
• Apply red actions to records as directed and approved by the Public Records Officer; document each redaction with the applicable statutory exemption citation.
• Prepare final records production packages for release, including cover letters, exemption logs, and redacted document sets, as directed by the Public Records Officer.
• Maintain complete, organized, and auditable files for each public records request, including all correspondence, records produced, exemption justifications, and communications with the requestor.
• Calculate and communicate fee estimates and collect fees consistent with RCW 42.56.120 and district policy, under the direction of the Public Records Officer.
• Maintain the public records request log and generate status reports for the Public Records Officer on a regular basis.
• Assist with scanning, converting, and organizing records in various formats (paper, electronic, email, digital media) to support disclosure or retention.
• Support the Public Records Officer in coordinating litigation holds and subpoena responses; ensure relevant materials are preserved and documented as directed.

• Assist in maintaining the district’s records retention schedules and filing systems consistent with RCW 40.14 and Washington State Archives requirements.
• Support the…