Public Records/Emergency Preparedness Manager PPM III
King County
Auburn, WA
Full-time
Administration / Clerical
Posted on October 1, 2019
- Summary
- DCHS provides equitable opportunities for people to be healthy, happy, self-reliant, and connected to community. The Department manages and oversees contracted community agencies providing programs and services for behavioral health prevention and treatment, housing and community development, individuals and families experiencing homelessness, youth and adult education and employment, veterans, older adults, women's program services and developmental disabilities.
We are seeking an energetic and experienced professional to be the Public Records and Emergency Preparedness Project Manager (PPM III). The incumbent is responsible for managing the public records request function for the department, 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.
In addition, the candidate will also provide department leadership and representation on countywide emergency management teams. The candidate will develop policies, analyze plans and train the entire department on emergency planning including at least five off-site locations.
Successful candidates will demonstrate interpersonal savvy, composure, and ability to learn on the job in a fast-paced environment that requires frequent re-prioritization of work. Integrity, trustworthiness, a commitment to King County's equity and social justice principles and quality peer relationships are important values.
Who May Apply: The Department of Community and Human Services 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, veterans, and those with lived experiences.
Required Materials: Candidates who wish to be considered for this position must submit an online King County application and respond to the supplemental questions. Your application may be rejected as incomplete if you do not include the requested and relevant information in the online application and supplemental questionnaire. Applications and/or supplemental questionnaires that state, "see my resume" are considered incomplete and will not be considered to be competitive.
Work Schedule: This position is exempt from the provisions of the Fair Labor Standards Act, and is not eligible for overtime. Typical hours are Monday - Friday 8am - 5pm.
Recruiter: Annette.Coleman@kingcounty.gov - Job Duties
- Manage and oversee DCHS'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 the divisions, 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 the department.
- Develop, implement, and maintain department's guidelines for public record requests.
- Develop and present training to staff on the Public Records Act 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 the liaison with other King County departments, including other departmental public disclosure programs.
- Track and coordinate all discovery requests and legal holds for the department.
- Lead the review and maintenance of the department's continuity of operations plan (COOP) and other department emergency plans, policies and supplies.
- Provide department leadership and representation on countywide planning of emergency management including participation in the Emergency Coordination Center (ECC) operational readiness activities.
- Facilitate the delivery of disaster management training programs for the department in coordination with department emergency planners and the King County Office of Emergency Management; and coordinate training materials and other training needs as required.
- Perform other related duties as assigned.
- Experience, Qualifications, Knowledge, Skills
- At least two years demonstrated experience managing public records requests, per the Washington State Public Records Act (RCW 42.56), including:
- Knowledge of regulations
- Coordinating responses from multiple records holders
- Managing tracking system
- Ensuring accuracy and completeness of responses
- Conducting hard copy and electronic searches for records
- Knowledge of exemptions and withholding requirements
- Ensuring deadlines are met
- At least two years of experience working with retention schedules and retention periods, which includes but is not limited to inventorying records of work units, creating retention schedules, updating them as necessary and following proper procedures for destroying of records, when necessary.
- Intermediate level skill using Microsoft Word, Excel, Outlook, Access, and Adobe Pro.
- Advanced/Expert level skill using SharePoint.
- Ability to handle multiple competing priorities, organize and manage workload, and make decisions necessary to respond in an expeditious manner.
- The ability to provide strong customer service skills with all internal and external customers. Ability to provide useful trainings and consultation to staff with various levels of knowledge about records. Ability to work and communicate effectively with technical staff.
- Ability to identify and prioritize time sensitive matters and respond with a sense of urgency while adapting to changes in work load demands.
- Demonstrated ability to work independently with minimal guidance and oversee smooth operations of the Department's records procedures and practices.
- Demonstrated skill and experience in maintaining a high level of confidentiality and exercising good judgment independently.
- Certification from the Association of Washington Public Records Officers (WAPRO)
- Two or more years' experience in project/program management
- Experience working in a public agency or healthcare organization setting
- At least two years demonstrated experience managing public records requests, per the Washington State Public Records Act (RCW 42.56), including:
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 at least 2 years of demonstrated experience managing public records requests, per the Washington State Public Records Act (RCW 42.56)?
- Yes
- No
02If you answered Yes to Question 1, please describe your experience and include the organization name(s) and date(s). If you answered No to Question 1, please type n/a.03Do you have at least 2 years of experience working with retention schedules?- Yes
- No
04If you answered Yes to Question 2, please describe your experience and include the organization name(s) and date(s). If you answered No to Question 2, please type n/a.05Please indicate which of the following MS Office tools you have intermediate to advanced skills in:- WORD
- EXCEL
- OUTLOOK
- ACCESS
- Adobe Pro
06Do you have Advanced/Expert skills in using SharePoint?- Yes
- No
07King County has transformed its work on equity and social justice from an initiative to an integrated effort that applies the principle of "fair and just" intentionally in all the county does in order to achieve equitable opportunities for all people and communities. What is the most important equity or social justice issue to you and why?Required Question