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HomeMy WebLinkAboutPublic Records AdministratorJEFFERSON COUNTY Job Description Position: Public Records Administrator FSLA: Exempt Department: Central Services UNION: Exempt Annual Hours Worked: 2080 Adopted: April 2017ff-t, Exempt Salary System Grade: MGR15 Approved: Human Resources Manager" MAJOR FUNCTION AND PURPOSE: Performs a variety of complex duties associated with fulfilling requests for public records as required under Washington State's Public Records Act (RCW 42.56). Oversees public record management and Public Records Act compliance. Develops policy and systems for public record management and provides guidance and training to all County departments and Elected County offices for the effective and appropriate disclosure and retention of public records in the spirit of fullest assistance and transparency under the Act. In collaboration with the County's Records Manager and IT, coordinates the public records system with the County's records management, retention, destruction and archiving system. Coordinates responses for records requests County -wide, which response includes redacting, tracking, analyzing and processing, records and requests and exemption logs and communicating with requestors. Handles a variety of confidential documents which may require redaction consistent with State law and court cases. May serve as Public Records Officer. SUPERVISION RECEIVED: Persons in this position are given significant discretion, within the scope of policy and regulations, in the routine performance of their duties; supervision and guidance is received from the Central Services Director with technical guidance from the County Public Records Officer and the Prosecuting Attorney's Office. SUPERVISION EXERCISED: This job has no supervisory responsibilities. This position may perform as a Lead to subordinate personnel, and gives technical guidance to County employees and officials County -wide regarding compliance with the Public Records Act. ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following. Other duties may be assigned: Coordinate timely and appropriate departmental responses to public record requests received by the County to assure compliance with all requirements of the Public Records Act. Provide training to all County staff on the Public Records Act, County policies, processes and procedures for records management and public records disclosure. In collaboration with the Public Records Officer and Prosecuting Attorney's Office, serve as a technical resource and subject matter expert to all departments in complying with the Public Records Act. Serve as point of contact for members of the public requesting public records and act as liaison between the requestors and the County, by coordinating public records responses between County departments and separately Elected County offices to ensure the appropriate full disclosure of public records and that public records requests are responded to within required timeframes. Jefferson County Job Description: Public Records Administrator Page 2 of 5 Develop, implement, and maintain a centralized system and tracking process for all public disclosure requests, including the filing and retrieval, indexing, retention, storage, scanning, and reproduction of County records, ensuring that the records are researched, analyzed and processed for public disclosure in accordance and compliance with applicable federal, state and local laws and regulations. Communicate with requestors to provide assistance and timely action on public records requests, including clarifying and prioritizing elements of the requests, establishing reasonable timeframes for response and communicating clearly in writing. Prepare or coordinate response letters to requestors; schedule appointments for review of records; oversee review of records; respond to questions related the County's public records policy; and track and document closure of requests. Coordinate with County departments and offices on locating responsive records and production of records and information responsive to requests. Direct time frames for responses. Coordinate assembly of multi -departmental responses. Review collected records to ensure they are responsive and complete according to the request. Conduct research and analysis to determine if collected records are exempt from disclosure and coordinate the review of records which may be exempt or require redaction. Assist departments in researching information and documents stored in various formats to fulfill requests for public records and compose and prepare correspondence, reports, documents, notifications and memos. Develop and maintain a variety of performance measures documenting volumes and complexity of requests and work effort required to comply with federal, state and local laws, policies and procedures related to fulfilling records requests. Coordinate with the Information Technology staff, County Records Manager and County departments and offices on compliance with the Public Records Act and administer applicable policies and propose changes as needed to address changing technology and improvements to County systems. Work with County departments and offices to process and document public record disclosure activities and to develop short and long range goals for the records management system. Develop, maintain and update databases and spreadsheets for tracking and reporting public record requests received and all responses. Create exemption logs and coordinate with the Prosecuting Attorney's Office for any legal advice needed. Act as liaison between State and local offices in matters of County records management and the Public Records Act. Model a high standard of professional conduct and exercise discretion regarding exemptions to information the Public Records Administrator may view in the course of fulfilling their responsibilities. Jefferson County Job Description: Public Records Administrator Page 3 of 5 Research and stay current on applicable rules, regulations, laws and case law pertaining to public record management. Attend training conferences, seminars, and staff meetings as required. Perform other duties as assigned or required. REQUIRED KNOWLEDGE AND ABILITIES: Must possess professional attitude and establish and maintain cooperative, effective and productive working relationships with the public, County personnel and other agencies. Ability to work well under pressure, manage time, organize tasks and work independently on multiple assigned tasks/projects, and complete assignments within specified deadlines. Ability to research, analyze and evaluate records management methods, procedures and techniques, and analyze problems and identify solutions. Ability to make effective decisions using sound judgment. Ability to communicate effectively both orally and in writing. Ability to follow policies and procedures of the organization and supports the organization's goals and values. Ability to maintain a high standard for accuracy, completeness and efficiency in compiling public records and preparing public record responses and other documents. Ability to maintain strict confidentiality of confidential information that is exempt from disclosure under the Public Records Act. Ability to show respect, sensitivity and understanding of diversity and multi -cultural differences in the workplace and the community. Ability to maintain punctual, regular and reliable work attendance. Ensure work responsibilities are covered when absent and arrives at meetings and appointments on time. Ability to work safely and in compliance with Federal and State laws, County policies and standards. Ability to use a computer terminal, personal computer and software, calculator, and other office equipment standard to areas of assignment and to adapt to new and/or modified equipment which may be acquired. Knowledge of computers and skill in using word processing, spreadsheets and other software programs used in the operation of the department. Ability to stay current on all computer upgrades and procedural changes in the hardware and software. Jefferson County Job Description: Public Records Administrator Page 4 of 5 Knowledge of records management systems design, function, practices, and record retention requirements. Knowledge of state and federal laws, court cases, County policies and regulations relating to records management and public disclosure. MINIMUM QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job. EDUCATION AND/OR EXPERIENCE: Associates Degree (AA) in business, records management or public administration or a related field, Bachelor's Degree preferred; and five (5) years progressively responsible experience in the area of office administration, including involvement with program oversight and the coordination and creation of standardized procedures and/or processes for an organization. Work experience in a legal setting or public agency preferred. Municipal records management experience involving knowledge of legal and/or governmental operations and records/information management is highly desirable; or equivalent combination of education and experience. LANGUAGE SKILLS: Ability to read and interpret documents such as laws, regulations, safety rules, operating and maintenance instructions, and procedure manuals. Ability to write reports and correspondence. Ability to speak effectively before constituents, groups of customers or employees of the organization. MATHMATICAL SKILLS: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, perimeter, area circumference, and volume, and to draw and interpret bar graphs. REASONING ABILITY: Ability to apply common sense understanding to carryout instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. LICENSES AND CERTIFICATES: Valid Washington State Driver's License with a driving record free of serious or frequent violations and ability to maintain a valid license. Possess or successfully obtain Public Records Officer Certification from the Washington Association of Public Records Officers within one year of hire date, and maintain certification during employment. Jefferson County Job Description: Public Records Administrator Page 5 of 5 Ability to successfully complete various required training classes and obtain certificates necessary for functional skills performance, maintenance and improvement. Must pass a thorough background investigation which includes being fingerprinted. PHYSICAL DEMANDS: While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls and talk or hear. The employee is frequently required to stand, walk, sit, and reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. This job description does not constitute an employment agreement between the employer and employee, and is subject to change as the needs of the employer and requirements of the job change.