Public Records Officer (Project/Program Manager III)
- Summary
- Public Health – Seattle and King County values diverse perspectives and life experiences. The Department encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQ, people with disabilities, and veterans.
This position is a unique opportunity to be a member of the Compliance Office, Records Management and HIT/EPIC Support Section within Public Health's Administrative Division. The Public Records Officer is a key position that manages compliance with the Public Records Act. The Public Records Officer is responsible for managing the public records request function for Public Health, serving as the point of contact for all public record requests, coordinating responses for requests, and ensuring production of requested records are consistent with established countywide policies and guidelines as well as state and federal laws. This position is also responsible for coordinating e-discovery and discovery processes for litigation for the department, including legal holds. This position supports implementation and ongoing technical expertise for the electronic records management system management of email and electronic records in the department.
The Public Records Officer will provide leadership to incorporate principles of equity and social justice; represent the Department of Public Health to other departments and agencies; and oversee the complex operations of Public Records Compliance across the Public Health Department. This is a unique opportunity to provide leadership to the organization, daily support to the critical services provided by Public Health, and to continually improve practice and efficiencies across the Public Health Department.
Commitment to Equity and Social Justice: As the only jurisdiction in the world named after Dr. Martin Luther King, Jr., one of the most influential civil rights leaders in our nation's history, King County is a vibrant international community with residents that represent countries from around the world. It is a region with increasing diversity that cherishes the traditions of many cultures.
We have a deep commitment to equity and social justice and advancing practices, strategies and policies that promote fairness, justice and opportunity for all – in our workplaces and our communities. With this commitment, King County has adopted a pro-equity agenda to advance regional change and ensure that residents from vulnerable communities are incorporated into our emergency planning and public outreach efforts.
The selected candidate will integrate King County's Equity and Social Justice principles into the daily functions of this position.
WHO MAY APPLY: This full-time, career service position is open to all qualified applicants.
WORK SCHEDULE: The standard work schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m with occasional evening and weekend work required to meet work demands. This position is Fair Labor Standards Exempt and therefore ineligible for overtime pay.
WORK LOCATION: The Compliance Office and HIT/EPIC Support Section is located in the Chinook Building at 401 5th Avenue, Downtown Seattle. This position will be required to travel to other King County locations.
CONTACT: For more information about the application process, please contact Ma-Eyongerie Frambo at mframbo@kingcounty.gov or 206-263-3587. - Job Duties
Public Disclosure Requests and Discovery
- Manage and oversee Public Health's public disclosure requests under Washington State Public Records Act (RCW 42.56).
- Identify and coordinate production of public records to meet legal deadlines.
- Communicate and meet with record holders and requestors to facilitate responses.
- Coordinate with Public Health divisions and programs and King County departments to ensure all responsive records are identified.
- Consult with the Prosecuting Attorney's Office on legal issues related to public records requests, legal holds, and discovery and litigation.
- Manage rolling productions.
- Review responsive records for redactions and withholding exemptions.
- Maintain log of public record requests for Public Health Department and King County.
- Oversee staff support for archiving of records.
- Develop, implement, and maintain Public Health guidelines for public record requests.
- Develop and present training on the Public Records Act to Public Health staff to ensure program compliance.
- Serve as technical expert for complex research and analysis related to public records requests, discovery and e-discovery and legal holds.
- Serve as Public Health liaison with other King County departments, including other departmental public disclosure programs.
- Track and coordinate all discovery requests and legal holds for Public Health.
- Act as a liaison between Public Health Human Resources and King County Office of Labor Relations to produce information requests under Public Employees' Collective Bargaining (RCW 41.56).
- Review production for sensitive and confidential information and provide necessary redactions.
Electronic Records Management and Microsoft Office 365- Coordinate implementation of the electronic records management system in Public Health, including developing an implementation timeline, and working with divisions to identify subject matter experts.
- Work with Archives, Records Management and Mail Services to identify and resolve technical issues for department users of ERMS. Ensure staff in Public Health are trained and have access to ERMS for email and electronic records.
- Monitor staff usage and filing into the system, ensuring staff in Public Health are reviewing and filing records for retention and indexing.
- Act as subject matter expert in Microsoft Office 365 implementation team for Public Health.
- Experience, Qualifications, Knowledge, Skills
- Demonstrated ability to perform public disclosures for a public agency, including knowledge of exemptions, withholding logs and King County tracking system.
- Demonstrated knowledge of Public Records regulations, including RCW 42.56 as well as union requests for information under RCW 41.56.
- Demonstrated knowledge of Equity and Social Justice principles, including implementing ESJ principles into work processes and customer interactions.
- Demonstrated skills in records or archives.
- Demonstrated experience in project/program management.
- Demonstrated skills in legal holds, discovery and e-discovery processes.
- Knowledge of retention periods and dispositions schedules for public records.
- Ability to handle multiple competing priorities, organize and manage workload and make decisions necessary to respond in an expeditious manner.
- Demonstrated skill in conducting searches in electronic and paper document filing systems.
- Ability to work with technical staff to access records in electronic formats.
- Ability to interact effectively and provide excellent customer services to internal and external customers.
- Knowledge of facilitation and negotiation skills.
- Demonstrated ability to provide training and consultation to staff.
- Demonstrated ability to engage in collaborative teamwork.
- Demonstrated professional level oral and written communication and public speaking skills.
- Skill in applying quantitative and qualitative analysis and evaluating data for decision making.
- Knowledge of relevant agencies in county and state government.
- Knowledge of general government principles and procedures.
- Demonstrated skill using Word, Outlook, Excel, Access, and Adobe Pro.
DESIRED QUALIFICATIONS- Advanced degree in relevant field
- At least three years of experience performing duties similar to this position.
- Certification as a WAPRO Public Records Officer.
- Previous experience working in a public agency or healthcare organization setting.
- Intermediate level skill using Word, Outlook, Excel, Access, and Adobe Pro.
- Supplemental Information
Necessary Special Requirements
- Must be able to sit for prolonged periods of time at a desktop.
- Ability to lift, bend, twist and stretch in order to move and retrieve boxes weighing up to 25 pounds.
- The selected candidate must be able to pass a thorough DAJD and King County background investigation.
- Your application materials must validate your answers to the supplemental questions. If your answers cannot be validated, you will not proceed to the next steps of the process.
- You must completely fill out the application with your relevant education and work experience. Your application may be rejected as incomplete if you include relevant information only on the resume or cover letter, or if you reference "see resume" on your application.
- This selection process may include but is not limited to: evaluation of application materials and supplemental questions, testing and interviewing. For more information on our selection process, please refer to http://www.metrokc.gov/health/about/hiring.htm
- Public Health relies on office automation (Microsoft Office) and web-based enabled tools, therefore candidates must be proficient and comfortable with computer use to perform functions associated with on-going work.
- Employees are required to adhere to OSHA/WISHA guidelines including but not limited to completing their mandatory trainings on time and obtaining required immunizations.
- Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all Public Health positions.
- Employees are required to protect the privacy and security of protected health information as defined in State and Federal Law.
- Staff may be required to play an active role in the event of a public health emergency, which may include changes in responsibilities and working hours.
- If you need a disability accommodation in the application or testing process, please call the contact number listed on the job announcement.
King County offers a highly-competitive compensation and benefits package designed to meet the diverse needs of our employees and support our employees' health and well-being. Eligible positions receive the following benefits and have access to the following programs:
- Medical, dental, and vision coverage: King County pays 100% of the premiums for eligible employees and family members
- Life and disability insurance: employees are provided basic coverage and given the opportunity to purchase additional insurance for both the employee and eligible dependents
- Retirement: King County employees are eligible to participate in a pension plan through the Washington State Department of Retirement Systems and a 457(b) deferred-compensation plan
- Transportation program and ORCA transit pass
- 10 paid holidays each year (plus 2 personal holidays)
- Generous vacation and paid sick leave
- Paid parental leave, family and medical leaves, and volunteer leave
- Flexible Spending Account
- Wellness programs
- Onsite gyms and activity centers
- Employee giving program
- Employee assistance programs
- Flexible schedules and telecommuting options, depending on position
- Training and career development programs
This is a general description of the benefits offered to eligible King County employees, and every effort has been made to ensure its accuracy. If any information on this document conflicts with the provisions of a collective bargaining agreement (CBA), the CBA prevails. Also, in the event of any incorrect information in this document, applicable laws, policies, rules, CBAs, or official plan documents will prevail.
NOTE: Benefits for Term Limited Temporary (TLT) or Short Term Temporary (STT) positions, including leave eligibility and/or participation in the pension plan through the Washington State Department of Retirement Systems, will vary based upon the terms and details of the position. Short Term Temporary positions are not eligible for an ORCA transit pass.
For inquiries about the specifics of this position, please contact the recruiter identified on this job posting.
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01Do you have experience responding to, tracking and processing public records requests?
- Yes
- No
02If you answered yes to question 1, please describe your experience. If you answered no, please enter n/a.03Do you have experience with legal processes such as discovery or litigation?- Yes
- No
04If you answered yes to question 3, please describe your experience. If you answered no, please enter n/a.05Do you have experience working in a public agency or healthcare organization setting?- Yes
- No
06If you answered yes to question 5, please describe your experience. If you answered no, please enter n/a.07Do you have the ability to lift, bend, twist and stretch in order to move and retrieve boxes weighing up to 25 pounds with or without a reasonable accommodation?- Yes
- No
Required Question