Records Management Coordinator Jobs

The following functions are not intended to serve as a comprehensive list of all duties performed in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• In partnership with the IT Department, provides software needs assessments and expertise in the development of request for proposals for software systems related to records management software and other systems. Participates in the evaluation of proposals and the selection of vendors as it relates to records management.
• Leads the effort to create, maintain, and update policies and procedures related to Records Management. Establish, administer and support the Agency’s records management program (electronic and paper), ensuring that the lifecycle of records are managed and disposed of in accordance with established policies and procedures including federal, state, and local laws.
• Develops training materials and prepares a variety of reports and memorandum related to records management and divisional activities.
• Provides training and support to departments on best practices for records management through the lifecycle of records and destruction to ensure compliance with government regulations.
• Ensures consistent interpretation of laws, rules, policies, and procedures.
• Assist departments with developing short and long-range goals, creating and maintaining records retention schedules and archiving in accordance with policies and procedures.
• Leads the agency in the development and administration of a comprehensive records management program ensuring compliance with policies and procedures and state and federal laws.
• Participate in meetings and training opportunities with professional organizations such as Washington Association of Public Records Officers (WAPRO) and Association of Records Managers and Administrators (ARMA).
• Demonstrates regular and consistent attendance.
• Coordinates and serves as liaison for all Agency transmittal and archiving processes, including coordinating Washington State Archives (WSA) record appraisals; and provide records management services and vendor records storage and destruction services.
• Assists with the transmittal, migration, and disposition of agency records to the State Records Center or State Archives. Works with individual departments in adoption of proper electronic records and information management practices by partnering with departmental leaders to develop plans, expectations, and approaches specific to each departments information and records needs.
• Partner with IT on electronic content management system (ECMS) administration and maintenance, ensuring system security and retention schedules.
• Develop cross-functional teams and relationships with a focus on end-user needs to help them adopt new tools and ways of working. Demonstrates a caring customer service attitude. Maintain proactive and effective communication with departments and staff to facilitate and ensure adherence to policies and procedures.
• Develops and maintains a variety of tracking systems and reports to maintain agency’s records inventory list and serves as custodian for destruction logs and inventory lists.
• Performs related duties as assigned.
• Assists departments with assessments and inventory of agency records, management of records through their lifecycle.

Required:

• Associate degree in Public Administration or a related field and
• Experience may be substituted for education on a year for year basis.
• Strong knowledge of Washington State Public Records Act.
• Four (4) years records management experience or closely related field.

• Certified Records Information Management certification.
• Experience assisting public agencies with implementing and adopting electronic records management practices.
• Public sector experience desired.

• Microsoft Office products and applicable software
• Business English
• Principles and practices of public records administration, human resource management
• Human resources reporting and recordkeeping requirements
• Standard office procedures
• Comprehensive records retention systems and all applicable records retention federal, state, and local laws, rules, regulations, policies and procedures.
• Electronic data management and permit tracking databases, micrographics, scanning, imaging, and reprographic processes and techniques

• Attention to detail
• Performing a variety of duties, often changing from one task to another of a different nature (multi-tasking)
• Customer service
• Communications (verbal and written)
• Organizational/time management skills
• Computer and database skills

• Develop organizational systems for management of paper and electronic records
• Creating presentations and training materials
• Conduct research and investigations
• Establish and maintain effective working relationships
• Analyze large volumes of complex information under strict deadlines
• Develop and deliver training on records management
• Meet schedules and deadlines of the work
• Communicate clearly and professionally both verbally and in writing
• Follow verbal and written instructions
• Work with complex records and information involving application and interpretation of rules, regulations, and policies
• Maintain integrity of records demonstrating a high degree of accuracy and organizational skills including documenting information research, practices, and resources
• Prepare clear and concise reports

• Speaks, writes, and listens effectively in a variety of circumstances, sharing information and ideas with others.
• Prioritizes and organizes actions, resources, and other people to achieve targeted objectives.
• Working effectively and productively with others, sometimes in a team setting. Working cooperatively, effectively and productively with internal and external customers.
• Prioritizes and organizes actions, resources, and other people to achieve targeted objectives. Regularly meets expectations for work schedule, accomplishing assignments, and serving as a source of supply and support for the department, customers, and/or the organization.
• Shows an awareness of and sensitivity to cultural differences among people. Builds rapport, trust, common understanding, and effective communications with a diverse range of people.
• Regularly meets expectations for work schedule, accomplishing assignments, and serving as a source of supply and support for the department, customers, and/or the organization.
• Demonstrates responsibility for, and handles accurately, the details associated with one’s work.

• Individuals must pass a background check.

• The position is required to maneuver records and files up to 40 lbs. regularly.
• Must be able to travel to various sites.
• The position involves physical demands, such as exerting up to 40 lbs. of force frequently, and/or a negligible amount of force constantly to move objects.

• This position may work in an office, warehouse, or shop environment.
• Occasional exposure to unpleasant environmental conditions and/or hazards.

Education

• Any required education must come from an accredited college or university whose accreditation is recognized by the U.S. Department of Education or the Council for Higher Education Accreditation (CHEA) or foreign equivalent.

• At least 3 professional references to include a current or recent supervisor with names, phone numbers and email addresses.
• The online application must include a chronological work history and/or education, applicants (A resume will not substitute for completing the employment history section of the application)
• A letter of interest that clearly describes how you meet the qualifications as listed for the position in order to be considered.

• A resume will not substitute for completing the "work experience" section of the application.
• Carefully review your application for accuracy, spelling and grammar before submitting.
• The initial screening of applications will be solely based on the information provided in the supplemental questions and the content and completeness of the "work experience" and "education" sections of your application at www.piercetransit/careers/.
• Please ensure that your work history has been updated to include employment end dates as applicable.
• All information may be verified and documentation may be required.

Paid Leave:
Full-time Pierce Transit employees receive 11 paid holidays, 2 personal paid holidays, 6 days of major sick leave, and 22 days of paid time off (PTO) per year. Part-time employees receive pro-rated leave, to include major sick leave, PTO, and holiday pay. PTO accrual rates increase per policy.
Insurance Plans:
Pierce Transit employees and their dependents (including domestic partners) may elect a medical (includes vision) and dental plan. Medical and dental benefits begin the first day of the month following date of hire. Employees may also participate in a flexible spending account for eligible health care and dependent care expenses.
Basic life insurance as well as AD&D insurance coverage is provided by the employer at no cost to the employee. Employees may elect to purchase additional coverage. Additionally, long-term disability insurance is provided by the employer at no cost to the employee in the event an employee cannot work due to a covered illness or injury (some limitations apply).
Retirement Plan:
All employees of Pierce Transit are required to participate in the Washington State Public Employees' Retirement System (PERS). Employees are not covered under the Social Security System except for a 1.45% payment for Medicare.
For those eligible employees who were previous members of the Tacoma Employees' Retirement System (TERS), continuation of participation in that system may be permitted. Those employees will be required to contribute to the Social Security System and Medicare.
Deferred Compensation Plan:
Employees are eligible to participate in a 457 savings plan with an employer match of up to 4.25% of annual compensation with increases as years of service are met.
Hours of Work:
Most Pierce Transit employees have a 40-hour workweek; however, positions may require shift work, overtime, and weekend work. Alternative work schedules and teleworking are available subject to department approval.
Probationary Period:
All regular employees are subject to successful completion of a probationary period of six months, unless the position is listed as "at-will."
Employee Wellness Program:
Pierce Transit offers a robust Employee Wellness Program to assist employees in developing and maintaining a healthy lifestyle. Incentives may be available for successful completion of Wellness activities. Additionally, an Employee Assistance Program (EAP) is available at no cost to the employee.
Tuition Reimbursement:
Pierce Transit offers reimbursement of tuition costs for successful completion of pre-approved courses once the employee has completed probation.
Student debt and how working for Pierce Transit can help
Employees may be eligible for the Public Service Loan Forgiveness (PSLF) Program, which forgives the remaining balance on your Direct Loans after you have made 120 qualifying monthly payments under a qualifying repayment plan while working full-time for a qualifying employer. See https://studentaid.ed.gov/sa/repay-loans/forgiveness-cancellation/public-service for more details.