Records Specialist Jobs

Description

Are you self-motivated and looking for a position where you can be instrumental in the modernization and management of an extensive collection of records documenting Snohomish County’s infrastructure? The Snohomish County Public Works Department is seeking a talented individual for a unique Records Specialist position within the Administrative Operations Division.

The Records Specialist is responsible for managing and archival of records created, received, and used in Public Works. This position will also manage requests for public records by establishing and meeting deadlines, working directly with requesters, coordinating with other county staff and departments to ensure responsive information is identified and provided, and reviewing potentially responsive records to determine what needs to be redacted or withheld from disclosure. As a member of the department’s Records and Technology Management team, this position will be involved in the development and implementation of Public Works records management policies, best practices, procedures, and training.

The ideal candidate will have knowledge of:

• In-depth records management principles and processes at each stage of the records lifecycle
• Digitization strategies and technologies
• Government agency records management and retention policies, and procedures
• Experience and knowledge of the Public Records Act (RCW 42.56), comprehensive records management systems, and state laws and regulations regarding management and retention of records

Additionally, the successful candidate will possess:

• The ability to write records management policies and procedures
• The ability to identify and articulate records management needs among different divisions and workgroups
• The ability to be flexible, yet persistent in meeting deadlines and goals
• Excellent verbal and written communications skills
• The ability to train staff on records management skills and best practices
• The ability to factor in organizational and departmental objectives and goals in all aspects of records management
• The ability to work both individually and in a collaborative team setting

Selection Process
Please attach a resume and cover letter to your application. The cover letter should specifically highlight how your education, training, and work history/experience have prepared you to manage an extensive collection of records created, received, and used by local agencies similar to Snohomish County Public Works Department, and any experience you have handling public records or discovery requests. The cover letter should not exceed two pages.

About Snohomish County Public Works Department
Snohomish County Public Works is responsible for more than 1,650 miles of county roads, 201 bridges and 202 traffic control signals, as well as processing nearly 600,000 tons of garbage per year. Its mission is to focus on safety and mobility while practicing fiscal responsibility and preserving the environment. Public Works has won numerous state and national honors for its work and is the largest department within Snohomish County government with approximately 500 employees plus seasonal staff. Its main office is located at 3000 Rockefeller Ave., Everett, WA 98201.

Visit www.snohomishcountywa.gov/PublicWorks for more information about Snohomish County Public Works.

When joining Public Works, you will work in an environment where innovation, collaboration and continuous improvement is highly encouraged and supported. We strive to not only provide a meaningful job, but a lifelong career at Snohomish County.

Benefits
Snohomish County is a great place to live, work, play, and raise a family and will be invested in your success and growth. We are proud to offer an outstanding benefit package to employees and their dependents. We offer competitive wages; job flexibility and stability; pension opportunities; and employer paid ORCA cards. Snohomish County will be invested in your success and growth and offers the following benefits to our employees. Your salary is only part of your Total Compensation Package:

• Retirement: County employees participate in the Washington State Public Employees Retirement System (PERS) administered by the Washington State Department of Retirement Systems (DRS).
• Sick leave: You will accrue 8 hours of sick leave per month.
• Cost of Living Adjustment (COLA): County employees typically receive yearly cost of living adjustments.
• Medical benefits: The County offers a choice of three comprehensive medical insurance plans with low deductibles. The county’s contribution to this benefit is significant.
• Holiday Pay: The County observes 11 paid legal holidays per year and provides employees with two floating holidays annually.
• Pay Increases: Each year you will be eligible for a step increase until you reach the top step.
• Flexible work schedules for some positions.
• Benefits: The County offers a wide range of benefits including, medical, and dental, vision, life insurance, LTD, deferred compensation and more.
• Deferred Compensation: If you choose to participate in the Deferred Compensation Plan (DCP), the County will match your contributions up to 1 percent of your base monthly salary.
• Career development training
• Vacation Leave: You will start out accruing 8 hours of vacation leave per month totaling 2.4 weeks of vacation in your first year. Your leave accruals increase based on your years of employment with the County.

Teleworking Options
This position will be required to work in the office a minimum of three days per week, with telecommuting available a maximum of two days per week. For employees who prefer to work in the office full time, that option is also available.

Employees will be provided with a County issued laptop and must maintain a home workspace with an internet connection where they can reliably perform work and remain available and responsive during scheduled work hours. Snohomish County has a robust collection of tools and resources to support working remotely. A Snohomish County Telework agreement is required for employees assigned to telework.

Employees must reside in Washington state and within a reasonable distance to their Snohomish County worksite to respond to workplace reporting requirements.

About Snohomish County
Snohomish County, north of Seattle, is located in northwest Washington between the Puget Sound and the Cascade Mountains. The county has rich scenery, numerous activities and a thriving economy. Snohomish County is a great place to live, work, play, and raise a family.
When joining Public Works, you will work in an environment where innovation, collaboration and continuous improvement are highly encouraged and supported. We are proud to offer an outstanding benefit package to employees and their dependents. We are invested in your success and growth and offer competitive wages, job flexibility and stability, employer paid ORCA cards, and a friendly, diverse team atmosphere where employees are appreciated and make a real difference providing services for our residents. We strive to not only provide a meaningful job, but a lifelong career.

Job Duties

BASIC FUNCTION
To develop, implement and maintain departmental records management systems to provide effective processing and retrieval of information for county staff and the public. To research, evaluate and assign addresses in conformance with county regulations.

STATEMENT OF ESSENTIAL JOB DUTIES

• Analyzes records for filming applications and manages the department’s microfilming program, interfacing with the county Micrographics unit as needed; operates camera, film reader/printer photocopier to microfilm and reproduce documents.
• Develops and implements departmental procedures, guidelines an controls for storage retrieval, tracking and refiling of inactive records; arranges facilities and the packing, labeling and transfer of records.
• Manages a department’s records center by analyzing user’s needs for information and developing filing and retrieval, indexing, retention scheduling, storage, processing and disposal systems for records.
• Advises departmental staff on various records management related activities such as files management and public disclosure requirements.
• Develops short and long range goals for the department’s records management program; establishes, implements, evaluates and revises work plans.
• Arranges for the disposal of materials by coordinating with the county records management unit for transfer to the state archives or for shredding, recycling or trashing.
• Develops records retention schedules and guidelines; coordinates approval of schedules by state archives; processes and maintains approved schedules and monitors department wide compliance.
• Establishes effective records arrangements, indexes and other finding aids, oversees equipment use and maintenance, assists users and maintains a safe clean environment.
• Authorizes address assignments according to established policies and procedures; reviews and researches the long range use of property for future impacts to address assignments.
• Identifies department’s vital records and determines appropriate measures to provide protection; films or duplicates vital records and secures backup copies.
• Assists users of departmental information resources by retrieving, researching, reproducing and refiling documents and reference materials.

STATEMENT OF OTHER JOB DUTIES

• Performs related duties as required.

Minimum Qualifications

MINIMUM QUALIFICATIONS

Five (5) years general office experience, including two (2) years experience in Micrographics or records management; OR, any combination of training and/or experience that provides the required knowledge and abilities. Must pass job related tests.

Additional Information

KNOWLEDGE AND ABILITIES

Knowledge of:

• Micrographic and reprographic processes and techniques;
• Public disclosure and right to privacy laws.
• State laws and regulations regarding management of records;
• Filing procedures and methods of indexing and storage;
• Computer systems

Ability to:

• Make change quickly and accurately;
• Work with minimum supervision;
• Deal with the public in a tactful and courteous manner;
• Work under pressure;
• Maintain integrity of records and confidentiality.
• Operate on line terminals to enter data, perform data verification and make corrections to data;
• Accurately utilize standard and specialized office equipment;
• Communicate effectively orally and in writing;
• Follow oral and written instructions;

SUPERVISION

Employee receives general supervision from an administrative superior as assigned.

WORKING CONDITIONS

The work is performed in the usual office environment.

Snohomish County is an Equal Employment Opportunity (EEO) employer.
Accommodations for individuals with disabilities are provided upon request.
EEO policy and ADA notice