Public Records Specialist

Public Records Specialist

Reporting to the Program Manager, this position supports the administration of the District's records management and public records programs by coordinating public records requests, maintaining records management processes, and assisting with records retention and disposition activities. Reviews records responsiveness, performs red actions in accordance with established procedures, maintains records documentation, and provides customer service to internal and external stakeholders. Assists with records management projects and initiatives and supports District departments in complying with records retention requirements and public disclosure obligations.

Responsibilities:

• Receive, track, and process public records requests in accordance with established procedures and in compliance with the Public Records Act.
• Coordinate responses with District departments, monitor deadlines, and maintain request-tracking systems.
• Prepare records for review, perform routine red actions, maintain exemption and response documentation, and assist with records production.
• Communicate clearly, both verbally and in writing, with requesters, and maintain proper records retention and management of requests.
• Work closely with supervisors and legal staff on records requests and responses.
• Coordinate records management activities including records classification, storage, retrieval, retention, and disposition for both hard copies and electronic files.
• Assist with records management of paper records stored at Rocky Reach Archives.
• Assist departments and Records Coordinators with records retention requirements and maintain records inventories and documentation.
• Work with information technology staff to support records management systems and organizations of electronic records.
• Assist with records management and public records projects, process improvements, records audits, training materials, and program implementation activities.
• Provide support to records coordinators and serve as a resource regarding records management procedures and practices.

Qualifications:

• Education:
  
  Associate Degree (A.S.) in Business, Public Administration, Records Management, Legal Studies, or a related field required.
• Experience:
  
  2+ years experience in records management, public records administration, legal support, compliance administration, document management, information governance, or related administrative functions is required. Experience administering records management, production and retention processes, particularly in a municipal entity context is strongly preferred.
• Skills and Abilities:
  
  Working knowledge of public records and records management principles, practices, and applicable regulations. Knowledge of the Washington State Public Records Act (RCW 42.56) and related model rules (WAC 44-14). Knowledge of records retention, storage, retrieval, and disposition processes. Ability to review records and apply established redaction and disclosure rules and procedures. Ability to research, organize, and maintain records and documentation with a high degree of accuracy and attention to detail.
  
  Ability to manage multiple assignments, prioritize work, and meet deadlines. Ability to exercise sound judgment and maintain confidentiality of sensitive information. Ability to establish and maintain effective working relationships with employees, external agencies, and members of the public. Ability to communicate clearly and effectively, both orally and in writing. Proficiency with standard business software applications and electronic records management systems.
  
  Must be proficient in reading, writing and speaking English.

Physical Demands:

• Sitting Frequent 34-66%
• Standing Frequent 34-66%
• Walking Occasional 11-33%
• Stooping/Bending Occasional 11-33%
• Reach Waist to Shoulder Occasional 11-33%
• Wrist/hand/fingers manipulation (keyboarding, mousing, etc.) Frequent 34-66%
• Repetitive Motions Frequent 34-66%
• Talking Frequent 34-66%
• Visual
  - Far Acuity Occasional 11-33%
• Visual
  - Depth Perception Occasional 11-33%

Working Conditions:

• Noise Intensity Level: Moderate

District Values:

• Trust
• Safety
• Stewardship
• Collaboration
• Courage

Equal Opportunity/ADA:

Chelan PUD is an…