Public Records Officer/Records Manager
- Summary
In order to hire and maintain a quality workforce that reflects the diversity of the community and works well within our True North values-based organization, the Permitting Division of the Department of Local Services (DLS) is accepting applications for the position of Public Records Officer/Records Manager (Project/Program Manager III).
This position will be responsible for managing Public Records Act requests, making knowledgeable and risk-based decisions on behalf of the division, and providing training to staff to ensure that the agency meets the requirements of the Public Records Act (PRA) and King County policies and procedures. The position will also provide centralized records management services for the maintenance, protection, and reference of the division’s public records, including records associated with permitting, finance, and general administration by relating agency business processes and legal and operational issues to records management requirements, updating, and maintaining all Permitting record retention schedules. Position will also be responsible for project managing the development and execution of a user interface to allow customers to access digitized records.
Individuals interested in joining our team must be committed to racial, social, and economic equity. We welcome applications from people who will help us consistently demonstrate the values of equity, respect, and partnership.- Job Duties
To be considered for this opportunity, you must at a minimum, demonstrate knowledge, skill and ability to:
Applying equity and social justice principles is a daily responsibility and a foundational expectation for all King County employees. In this role, you will apply equity and social justice principles that exemplify shared values, behaviors, and practices to all aspects of the work.- Independently manage and respond to complex Public Record Requests for agency.
- Coordinate agency's public records program, including participation on countywide Public Records Committee and coordination of legal hold tracking.
- Provide leadership and oversight for the Permitting records work program and staff.
- Develop and track work programs and project plan and produces quarterly updates in coordination with Customer Service Supervisor.
- Provide authoritative program-specific information that requires interpretation of established policies, procedures, codes, regulations, and other relevant sources for internal and/or external customers.
- Project manage and implement the Permitting records digitization project and make the digitized records publicly available.
- Project manage the buildout of an efficient records management system in coordination with Supervisor.
- Coordinate updates to all organizational business processes.
- Lead or coordinate projects.
- Work with Permitting team to implement system to provide or monitor information virtually.
- Experience, Qualifications, Knowledge, Skills
We are looking for candidates who have:
- Experience processing and responding to a high volume of complex public records requests in compliance with the requirements of the Public Records Act.
- Experience applying records management theories, best practices, retention schedules, and record destruction methods and procedures for various records.
- Demonstrated working knowledge of Public Records Act and the Public Records program and services in King County.
- Excellent project management skills and abilities including: Demonstrated experience in program planning and project management, including taking projects from concept through completion.
- Ability to work in a dynamic environment on a cross-functional team.
- Effectively manage competing priorities, accomplish tasks, and monitor performance metrics.
- Demonstrated strong customer service skills (discretion, patience, etiquette, professionalism) and ability to deal calmly and diplomatically with internal and external customers.
- Are excellent communicator and can build effective working relationships with multiple stakeholders and customers.
- Skill in maintaining confidentiality of sensitive matters.
- Skill in making presentations to groups.
- Proficiency in engagement and communication practices and techniques including written, graphic, and social media approaches.
- Ability to make complex information accessible and understandable to a diverse audience using a variety of formats.
- Proficiency with Microsoft Office software including Outlook, Word, Excel, and PowerPoint.
- Demonstrated experience working with diverse group of customers with varying technical knowledge.
- Demonstrated experience working with the Microsoft Customer Relationship Management (CRM) software.
- Experience with web development technologies- HTML, CSS, Javascript, Sitecore.
- Experience developing public records program procedures and protocols.
- Demonstrated experience in gathering data and reporting on program services.
- GovQA experience for processing and tracking public record requests.
- Experience with data processing software such as DISCO, Access, and Content Manager.
- SharePoint experience preferred.
- Experience with Acrobat Pro or Bluebeam for redacting records.
- Experience developing public records program procedures and protocols.
- Knowledge of project management methods and principals.
- Experience working with people from diverse backgrounds including people of color, immigrants, refugees, women, LGBTQ, people with disabilities, and veterans.
- Are excellent communicators and can build effective working relationships with multiple stakeholders and customers.
- Experience with permitting records.
- Supplemental Information
First Review of Applications November 8, 2021
Interviews Thursday, November 18, 2021
This recruitment may be used to fill vacancies for up to 6 months. Including career service, special duty assignments, STT and TLT opportunities.
WORK SCHEDULE: The work week is normally Monday through Friday, 7:00 a.m. to 4:00 p.m., but may at times require work outside of normal business hours and/or on weekends. This full-time position is exempt from overtime.
SELECTION PROCESS: Applicants will be screened for clarity, completeness, and competitiveness. The most competitive candidates may be invited to participate in one or more interviews. Interviews will be conducted via Teams. Reference checks and/or file reviews will also be conducted.
Teleworking Requirement:
The work associated with this position will be performed predominantly by teleworking; complemented with onsite work and meetings as needed. Employees will have access to shared workspaces at various King County facilities.) Employees must reside in Washington state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.
Employees will be provided with a County issued laptop and must maintain a workspace with an internet connection (access may be supplemented in some situations) where they can reliably perform work and remain available and responsive during scheduled work hours. Please note that when an employee conducts work that is likely to bring them in contact with another individual, safety precautions are required, including the wearing of masks in some situations. King County is doing its part to reduce the spread of COVID-19 and remains committed to reducing our carbon footprint.
King County has a robust collection of tools and resources to support working remotely. The individual selected for this opportunity will be joining an innovative and progressive team that is redefining how we work as we transition to the department's hybrid environment.
UNION MEMBERSHIP: PROTEC17
Are you ready to APPLY?
The recruitment for this position is open to all applicants. A completed King County Application is required. We highly recommend that you also provide a cover letter and resume.
For more information regarding this recruitment, please contact:
Sonali Sharma
Human Resources Analyst
206-477-7282
sosharma@kingcounty.gov
Covid-19 Vaccination RequirementAs of October 18, 2021, most* King County employees are required to be fully vaccinated against COVID-19. If hired, you will be required to submit proof of vaccination by October 18th. People are considered fully vaccinated two weeks after their second dose in a two-dose series or two weeks after a single-dose vaccine. Employees may make requests for a reasonable accommodation based on a medical disability or for sincerely held religious beliefs. Philosophical, political, scientific, or sociological objections to vaccination will not be considered for an exemption or accommodation.
This directive applies to employees in the Executive branch*, the Assessor's Office, Elections, the King County Sheriff's Office, and the Executive Office.Forbes recently named King County as one of Washington State's best employers.
Together, with leadership and our employees, we're changing the way government delivers service and winning national recognition as a model of excellence. Are you ready to make a difference? Come join the team dedicated to serving one of the nation's best places to live, work and play.
Guided by our "True North", we are making King County a welcoming community where every person can thrive. We value diversity, inclusion and belonging in our workplace and workforce. To reach this goal we are committed to workforce equity. Equitable recruiting, support, and retention is how we will obtain the highest quality workforce in our region; a workforce that shares and will help advance our guiding principles--we are one team; we solve problems; we focus on the customer; we drive for results; we are racially just; we respect all people; we lead the way; and we are responsible stewards. We encourage people of all backgrounds and identities to apply, including Native American and people of color, immigrants, refugees, women, LGBTQ+, people living with disabilities, and veterans.
King County is an Equal Employment Opportunity (EEO) Employer
No person is unlawfully excluded from employment opportunities based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status, or other protected class. Our EEO policy applies to all employment actions, including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation.
To Apply
If you are interested in pursuing this position, please follow the application instructions carefully. If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions please contact your recruiter listed on this 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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01Are you applying to this position as an eligible Current or Previous King County Employee Priority Placement Program Participant AND Is this position the same or lower percentage of full-time when compared to the position held at the point of the notification of layoff AND Do you possess the skills and abilities to qualify for this position?
- Yes, I was given a layoff notice from my role at King County AND I am within two years of the effective date of my layoff. AND The position I was laid off from was the same or a higher percentage of FT status when compared to this one.
- No.
02If you answered yes to the question above and you are applying for this position as a Priority Placement Participant, to be considered, you must provide the following three pieces of information in the space provided: 1. The title you held when you received your layoff notice 2. The department you worked in 3. The effective date of your layoffRequired Question