Data Stewardship & Privacy Supervisor

This role serves as the county Data Records supervisor and IT Privacy Officer. Primary function includes day-to-day operations of county records center, as well as leading strategy for the physical records data in the county and overseeing the IT departmental response to public records requests. In addition, the role serves as the IT data privacy officer. This role involves providing guidance and outreach related to data privacy and protection and records management.

In all areas of oversight, the role ensures compliance with federal, state, and local laws and standards, through advising, assisting, and training county department contacts in data privacy and protection regulations and in proper retention, disposition, and preservation of county records.

• Ensures safety and integrity of physical record inventory assigned to the custody and control of the IT records center. Develops, executes, and ensures operation of efficient and effective inventory control systems including physical records intake, movement, storage of and access to paper and media records, and defensible records destruction for all county departments.
• Serves as a county liaison with the state division of archives and records management. Utilizes the State of Washington records retention schedules to recommend retention schedules for specific documents; assists in advising and reviewing interpretation of state records retention schedules for department contacts. Researches and resolves records management issues and concerns. Identifies, collects, and transfers historic, archival and security records to state archives.
• Plans, organizes, supervises, and evaluates the work of subordinate employees; recommends the hiring, discipline, transfer, promotion, and termination of employees as necessary.
• Specifies, acquires, develops, organizes, implements, and maintains comprehensive records management software and manual systems, including a records retrieval system for county records and documents transmitted to the records center for custody.
• Determines and monitors unit strategies, goals, and objectives; prepares the unit’s annual budget; coordinates and plans physical space and inventory resource requirements.
• Ensures compliance with policy regarding IT department responses to public records requests through overseeing unit work effort and providing direction and support. Routinely collaborates with county public records officer to prioritize outstanding requests.
• Develops and maintains county data privacy programs and associated policies, procedures, authorization forms and notices to advance the county’s competency in data privacy across all channels, work streams, and data lifecycle stages. Routinely monitors and ensures county compliance with data privacy policy, assists in response to data privacy incidents, and data security breach, identifying adjustments needed to reduce future exposure.
• Serves on records committees within the county; leads IT community of department records coordinators with guidance relating to records retention and centralized records storage.
• Partners with IT technical and department project staff and the County-wide Privacy Officer to ensure IT system solutions are configured to provide the appropriate level of data protection to meet established policy requirements and provide recommendations for internal controls that may be needed to prevent gaps in technical system capability. Works closely with technology teams to evaluate and anticipate potential privacy concerns embedded in the use of emerging technologies.
• Supervises the destruction of public records as authorized by the State Records Act.
• Designs, develops and provides regular training programs, documentation, outreach, and support for county department contacts relating to archival records management and data privacy and protection policies and best practices, promoting a culture of strong privacy controls for county departments, offices, and courts.
• Works with third-party stakeholders such as IT business partners, suppliers, service providers and vendors to ensure that they clearly understand and comply with county privacy requirements when doing business with the county.
• Acts as county liaison with other records and data privacy personnel in state and local government, industry and the academic community, regularly consulting and working to remaining current in records management and data privacy and protection legislation,…