Records Specialist Jobs

Job Summary

Anticipated starting salary is between $76,051 - $89,472 depending on qualifications.

The Records Specialist supports both the Port of Tacoma (Port) and The Northwest Seaport Alliance (NWSA) in processing public records requests and is responsible for ensuring compliance with the Washington State Public Records Act (RCW 42.56).

The Records Specialist has a key role in leading the organization in effective records and information management (RIM) and provides staff guidance and training on public records requests and RIM.

Primary Functions

• Assists legal counsel with legal holds and record searches related to litigation.
• Compiles and analyzes public records request data, including Joint Legislative Audit & Review Committee (JLARC) reporting.
• Receives, reviews and processes public records requests on timely and accurately basis which includes tracking and documenting requests; communicating with requesters; using eDiscovery tools to conduct electronic records searches; locating paper records; working with internal subject matter experts as necessary; reviewing records for responsiveness; preparing records for; consulting with legal counsel as needed.
• Works with the Records Program Manager to provide consultation, guidance, and training to Port and NWSA staff on public records requests and records management.
• Provides primary support to the Records Program Manager to lead the Port and NWSA in effective records management which includes in-depth support for ongoing Records & Information Management projects and records inventory, tracking and disposition (destruction; scan and toss or archival appraisal and transfer).
• Collaborates with Records & Information Management team on organizational Informational Governance to ensure that the Port and NWSA are proactively managing their paper and electronic records and information. This will include a support role in records review and cleanup projects and implementing a retention plan for each series of records and system of record.

Required Education and Experience

Bachelor’s degree in business, government, technology, or related field required. An additional four (4) years of relevant experience may substitute for a bachelor’s degree.

A minimum of one (1) year experience processing high-volume, complex public records requests and doing in-depth records management for a public agency, including using an e-Discovery tool to search; filter; tag; redact; bates number; and export records and doing records redactions, exemptions, and exemption logs is required.

A thorough understanding of Washington State Public Records Act (RCW 42.56) and Public Records Officer (PRO) certification is preferred.

Additional Requirements

We seek a highly professional Records Speciliast who is focused on end-users needs and is passionate about helping others adopt new tools and more efficient ways of working. The ideal candidate will be an energetic “doer” with a bias toward action that has a positive attitude, works well independently or as part of a team, and possesses the following additional skills:

• Analytical and problem solving
• Excellent customer service (internal and external)
• Detail oriented
• Strong written and verbal communication
• Ability to multi-task
• Effective time management and expertise in prioritizing workload

This individual must demonstrate a caring customer service attitude, a strong commitment to operational excellence, and dedication to the organization’s core values: Integrity & Transparency; Excellence; Adaptability; Stewardship; Teamwork & Partnerships; Health & Safety; and Diversity, Equity & Inclusion. The Port seeks candidates who will embrace and model these values both internally and externally, and who understand what it means to carry out these values in their everyday work. We value individuals who also bring an impeccable work ethic, honesty, and integrity, and who consistently exhibit enthusiasm, energy, and a drive to succeed.

In accordance with the Immigration Control and Reform Act of 1986, all persons offered employment must provide acceptable proof of identity and authorization to work in the United States. Proof will be required prior to employment.

The successful candidate must possess (or obtain within 30 days of employment) a valid driver's license. Candidate must be able to successfully complete a post-offer substance abuse test and background investigation. Candidate must also be able to obtain/maintain a Transportation Worker Identification Credential (TWIC), which is a program managed by the Department of Homeland Security (DHS). Information on this program can be viewed here.

THE PORT OF TACOMA IS AN EQUAL OPPORTUNITY EMPLOYER COMMITTED TO PROMOTING AND ENCOURAGING DIVERSITY IN THE WORKPLACE.