Public Records Specialist Jobs

Class Summary

Under general supervision, coordinates, processes, and responds to a variety of routine, complex, and sensitive public records requests in a timely and appropriate manner; discloses public records in compliance with Washington State Public Records Act regulations and other legal and policy mandates; redacts information that is exempt from public records disclosure; and performs related work as required.

Examples Of Job Functions

(Illustrative Only)

• Inputs, organizes, queries, ensures accuracy of, and exports data from a variety of automated database systems.
• Organizes, indexes, archives, scans, copies, retains, uploads, and retrieves records, documents, reports, and files; maintains and/or establishes filing systems; audits and destroys records in accordance with mandated records retention schedules.
• Locates and gathers department records to determine whether responsive records exist; communicates in writing with any requestor in cases of unusual requests that may cause delays in obtaining all requested information
• Assists the general public with accessing information and records, and responds to questions related to public records act requests.
• Reviews collected records to ensure they are responsive and complete; within scope of authority, makes independent and accurate determinations regarding application of statutory exemptions; creates documentation substantiating application of statutory exemptions; discloses public records consistent with legal and policy mandates.
• Performs related work as required.
• Redacts information contained within public records that is exempt from disclosure; ensures accuracy of redactions; documents the reasons for and statutes relied upon when not disclosing, redacting, or withholding exempt information; consults and coordinates with legal counsel regarding public records disclosures and exemptions; preserves integrity and confidentiality of sensitive records.
• Reads and comprehends relevant federal, state, and local laws regarding public records disclosure.
• Coordinates responses to public records requests which are outside the scope of employee's authority by routing to other departments, management, and/or legal counsel; once all documentation has been approved and authorized by others, compiles documents and prepares a formal response to the requestor.
• Receives, reviews, and logs all public records requests submitted to the department; assesses scope of each request to determine whether response is within the position's authority to process or deny, or whether the request should be routed to other departments and/or legal counsel for action by others; tracks and prioritizes requests to ensure responses are provided within specified time frames.

Minimum Qualifications

Combinations of education and experience that are equivalent to the following minimum qualifications are acceptable.

Open Entry Requirements:

(Open-entry applicants must meet all requirements when they apply.)

• Experience: Three (3) years of administrative support experience, of which six (6) months should be directly related to coordinating and responding to public records requests.
• Education: Equivalent to completion of the twelfth (12th) grade.

License and Certifications:

• None

Note:
This job posting is for multiple departments. To be considered for a position with Police, the additional requirements below must be met:
Police Additional Requirements:

• Driving record check
• Reference checks
• Fingerprinting
• Police background investigation and polygraph
• Criminal History
• Pre-employment physical and drug screening (Police Candidates with any marijuana, cannabis or any controlled substance use in the last six months will not be considered. )
• Education verification

EXAMINATION DETAILS
Applicants must meet the minimum qualifications and pass the examination for this position to be eligible for hire. Qualified applicants are encouraged to apply immediately. All applicants must complete and submit a City of Spokane employment application online by 4:00 p.m. on the filing cut-off date.
Upon request, at time of application, City of Spokane will provide alternative accessible tests to individuals with disabilities that impair manual, sensory or speaking skills needed to take the test, unless the test is intended to measure those skills.
The examination will consist of a multiple-choice test, with weights assigned as follows:

• Multiple-choice and Short Answer 100%

EXAMINATION DETAILS:
This is an online examination and will require a computer. If you do not have access to a computer, please notify Civil Service so that one may be provided.
Multiple-choice examination links with instructions will be emailed prior to 4:00 p.m. Pacific Time on the start date and will expire at 4:00 p.m. on the due date as listed below. Keep in mind that the test link will be emailed from FastTest ([email protected]).

• Applicants who apply and meet the minimum qualifications between Monday, July 17, 2023, and Monday, July 31, 2023, will test Thursday, August 3, 2023, through Tuesday, August 8, 2023.

NOTE: You may begin the exam at any time during the test period; however, once you begin, you will have 2 hours to complete the examination. You may take the exam only once during the open recruitment period.
The examination may include such subjects as:

• Clerical
• Customer Service & Interpersonal Skills
• Oral & Written Communication
• Computer Skills
• Short Answer

We are an equal opportunity employer and value diversity within our organization. We do not discriminate on the basis of race, religion, color, national origin, gender identity, sexual orientation, age, marital status, familial status, genetic information, veteran/military status or disability status. As a Fair Chance employer, City of Spokane does not conduct initial background screening for non-public safety positions.