Public Records & Records Management Officer

The Public Records and Records Management Officer administers Wenatchee Valley College's public records and records management programs in compliance with the Washington State Public Records Act (Chapter 42.56 RCW), records retention requirements established by the Washington State Archives, and applicable federal and state laws governing records management.

This position serves as the college's subject matter expert for public disclosure, records retention, records disposition, and records management best practices. The Specialist coordinates responses to public records requests, advises departments regarding records retention requirements, develops and maintains records management procedures, and provides training to college employees. The position requires exceptional judgment, attention to detail, discretion, and the ability to manage sensitive and confidential information while balancing transparency, legal compliance, and operational efficiency.

• Coordinate and administer the college's Public Records Act program in accordance with Chapter 42.56 RCW.
• Receive, log, track, acknowledge, and process public records requests.
• Coordinate with departments to identify, collect, review, and produce responsive records.
• Review records for applicable exemptions and coordinate red actions in consultation with legal counsel as appropriate.
• Prepare exemption logs and correspondence related to public records requests.
• Monitor statutory response timelines and ensure compliance with legal requirements.
• Serve as the primary point of contact for requestors regarding public records.
• Maintain records request tracking systems and documentation.
• Recommend improvements to public records processes and procedures.

• Develop, implement, and maintain the college-wide records management program.
• Ensure compliance with Washington State Archives records retention schedules.
• Assist departments with records classification, retention, storage, and disposition.
• Coordinate records destruction in accordance with approved retention schedules.
• Maintain records inventories and disposition documentation.
• Assist departments in transitioning from paper-based to electronic recordkeeping systems.
• Develop procedures and standards for electronic records management.
• Coordinate with Information Technology regarding electronic records storage, security, and preservation.

• Monitor changes in state and federal laws affecting records management and public disclosure.
• Develop institutional procedures related to public records and records retention.
• Conduct employee training on:
  • Public Records Act compliance
  • Records retention requirements
  • Records management best practices
  • Email and electronic records management
• Provide consultation to departments regarding records-related issues.
• Assist in internal audits and compliance reviews.

This is not intended to be an exclusive list of all duties and responsibilities. Related duties and responsibilities may be assigned.

• Bachelor's degree in Business Administration, Public Administration, Legal Studies, Information Management, Records Management, or a related field.
• Three years of progressively responsible experience administering public records, records management, legal compliance, or governmental administration,
  or
  an equivalent combination of education and experience.
• Or, if you do not meet one or more of qualifications listed above but have an applicable combination of education and experience which demonstrates the ability to perform the essential functions of the position.

• Experience creating digital content (such as Word/PDF documents and web and learning management system content as appropriate to the role) in accessible formats.
• Bilingual in Spanish and English.

• Washington Public Records Act (Chapter 42.56 RCW)
• Washington records retention laws
• Washington State Archives retention schedules
• Electronic records management
• Records lifecycle management
• Microsoft Office Suite
• Document management systems
• Information governance principles
• Confidentiality requirements
• FERPA
• HIPAA (where applicable)
• State ethics laws