Public Records Specialist - Spokane County

Public Records Specialist Print (https://www.governmentjobs.com/careers/spokanecountywa/jobs/newprint/4713656) Apply ? Public Records Specialist Salary $43,546.46 - $60,952.15 Annually Location WA 99260, WA Job Type Regular Remote Employment Flexible/Hybrid Job Number 24-00251 Department Administrative Services Opening Date 10/31/2024 Closing Date Continuous FLSA Non-Exempt + Description + Benefits Job Summary This position works 37.5 hours per week. NOTE: This position may possibly have a hybrid work schedule following the initial 90-day review. This position supports the Spokane County Public Records Officer (PRO) and/or department assigned to in the oversight, management and coordination of public records requests and public disclosure functions, including response to all public records requests directed to the Department. Ensures timely and appropriate disclosure of records, in compliance with the Washington State Public Records The incumbent acts and is consistent with legal and policy mandates for County departments and offices. The position allocated to this class works under the general direction of the PRO or department assigned to, serves as a central point of contact, coordinating and responding to complex and sensitive public records requests, as well as providing assistance to all departments and offices of Spokane County government in their response to similar requests. Work requires specialized technical knowledge and independent judgment in performance of job duties. TOTAL COMPENSATION: $55,739 - $78,018 annually. Total compensation is an estimate based upon base compensation, median retirement fund contributions, and current employer-paid health and related benefit contribution rates (including medical, dental, life insurance, long term disability, and leave). The actual total will vary depending upon each employee's enrollment choices. Examples of Duties + Receives, reviews and logs all verbal and/or written public records requests sent to the Public Records Office and/or department assigned to. + Identifies and assigns requests to the appropriate lead department and contributing department(s). + May coordinate request when multiple departments have responses. + May take the lead on record compilation and response, where appropriate. + Assesses scope, processes and responds within required time constraints to all public records requests received by the Department. + Locates and gathers large volumes of records; reviews collected records to ensure they are responsive and complete; makes independent and accurate determinations regarding application of statutory exemptions; creates documentation substantiating application of statutory exemptions; discloses public records consistent with legal and policy mandates. + Researches, analyzes and interprets relevant RCWs, WACs, federal regulations and case law regarding public disclosure. + Serves as a subject matter expert, providing consultation and expert advice to County staff, elected officials and department heads. + Performs redaction of information contained within public records that is exempt from disclosure. + Creates exemption logs citing the reasons for and statues relied upon when redacting or withholding exempt information. + Consults and coordinates with the PRO and/or legal counsel regarding public disclosure. + Provides input to the PRO regarding the development and/or revision of practices and procedures to ensure countywide efficiency, consistency and best practices in responding to public records requests. + Designs, updates and maintains files, forms, logs and tracking systems used in the record search and response process. + Develops effective working relationships with requestors and provides timely responses; communicates with requestors regarding the status of request(s) from time of receipt to fulfillment of response. + Corresponds in accordance with the Public Records Act and County policies and procedures. + Serves as a point of contact for the public, assisting in accessing information and records; fosters cooperative relationships; exhibits and supports a positive culture of transparency. + Resolves issues and concerns + Preserves confidentiality and integrity of sensitive records. + Remains current on legislative and case law affecting records management, public disclosure and public records requests; communicates updates to County Employees. + Develops and conducts public disclosure and records retention training for County staff, department heads and elected officials. + Performs other related duties as required/assigned. Executive Management - Budget + Performs various administrative functions, including managing training records, making travel and training reservations, ordering supplies, and maintaining compliance with budget standards. Prosecutor + Prepares standard and complex agreements, resolutions, notices, motions and orders, for review by attorneys. + Prepares answers to complaints, interrogatories, exhibits, and other legal pleadings and documents. + Responds to Client's concerns by maintaining working knowledge of assigned DPA's pending cases. + Reviews legal documents and/or pleadings using Westlaw. + Check accuracy of all statutes/ordinances used and cited to ensure they have not been repealed and/or modified. Minimum Requirements + Associate's degree from an accredited college or university in Paralegal Studies or a related field. + Two (2) years of experience performing extensive research duties, data collection and analysis, and the organization/maintenance of electronic records. An equivalent combination of education and/or experience may be considered. + Must complete Public Records Act training within four (4) weeks of hire. + Must obtain CJIS and CRPO access within a specific timeframe to be determined by Management. Successful completion of a background check meeting criteria for a security sensitive position. Selection Factors + Knowledge of Federal, state and local laws, rules and regulations related to public records disclosure and retention schedules. + Knowledge of principles and practices of public records disclosure. + Knowledge of research methods. + Knowledge of electronic records management. + Knowledge of effective methods and principles of customer service. + Knowledge of principles and practices of group facilitation for training. + Skilled in communicating effectively both orally and in writing, sufficient to exchange or convey information and to give and receive work direction. + Skilled in establishing and maintaining effective working relationships with internal and external customers. + Skilled in the use of personal computers and related software. + Skilled in presentations and instruction to adults. + Ability to read, review and interpret a wide variety of records and documents for the purposes of evaluation for public disclosure. + Ability to research and interpret related RCWs, WACs, federal regulations and case law. + Ability to work independently and accurately, managing multiple priorities and competing deadlines. + Ability to exercise sound judgment and thorough knowledge of state regulations and county policies, procedures, etc. + Ability to maintain strict confidentiality of sensitive documents, records and information. + Ability to develop and maintain effective and efficient electronic records management systems. + Ability to learn and use related computer programs. + Ability to organize large volumes of records and documents. + Ability to maintain accurate documentation (logging of receipt, exemptions, etc.) in compliance with the Public Records Act SPOKANE COUNTY Employee Benefits Summary The following is a brief list of benefits available to Spokane County regular employees. Complete information is available from Human Resources Department. This information is subject to change. PAID TIME OFF Spokane County Observed Holidays Up to 10 (ten) paid holidays are observed by Spokane County. PTO Non-represented and a select group of represented employees receive a bank of hours that combine both vacation and sick leave into a paid time off bank. There is no waiting period to use this time and it starts out at almost 2 days per month accrual increasing in accrual rates annually for first 5 years. Vacation For employees with less than five (5) years of continuous service, the accrual rate is 1 day of vacation each month for a total of 12 days per year. After six (6) months, employees are eligible to take accumulated vacation time. (Please note the vacation time accumulation may vary depending on contract language). Sick Leave Sick leave is earned at 1 day per month and can be taken as the days are accumulated. Other Leaves Spokane County provides several other paid leaves such as: bereavement leave, jury duty and military duty leave. INSURANCE BENEFITS Medical Insurance Two plans are currently available: Premera Blue Cross (PPO) and Kaiser Permanente (HMO). Spokane County pays 95% of the premium for full-time employees and 90% of the premiums for spouses and dependents. Premiums are deducted each pay period (pay periods: 15th and last day of the month). 2024 Rates: Premera Employee Only: $38.04 per month Employee & Spouse: $149.52 per month Employee & Family: $209.60 per month Employee & Child(ren): $136.16 per month Kaiser: Employee: $35.92 per month Employee & Spouse: $140.56 per month Employee & Family: $196.06 per month Employee & Child(ren): $128.58 per month Dental Insurance Two plans are currently available: Delta Dental of Washington (PPO) and Willamette Dental (DMO). Spokane County pays 95% of the premium for full-time employees and 90% of the premiums for spouses and dependents. 2024 Rates: Delta Dental Willamette Dental Employee: $5.74 per month Employee: $5.98 per month Family: $11.48 per month Family: $11.96 per month Group Life Insurance The County provides a $25,000 group life insurance policy to employees. The County provides a $10,000 benefit for those represented by 492, 492CS & 492CL. This benefit is paid in full by Spokane County. Long Term Disability Coverage Provides an income protection benefit in the event of a long-term illness or injury at rate of 60% of income up to a maximum of $5,000 per month. Spokane County pays the full premium for this plan. Deputy Sheriff's receive a benefit through their union for disability. RETIREMENT Retirement Plan (401a) Spokane County employees are automatically included in the Washington State Retirement System. Both the employer and the employee contribute to the plan. This retirement plan provides a guaranteed lifetime monthly benefit once vested and eligible for retirement. Additional Retirement Plan Option (457b) Employees may supplement their retirement income and save money on taxes by participating in this optional County program. Roth (after-tax) option is also available through this retirement plan. VOLUNTARY BENEFITS AFLAC Supplemental insurance is optional and is provided by AFLAC to help pay for benefits not covered by major medical insurance. The employee pays 100% of the premium. Travel Assistance Provides additional travel protections anytime you travel more than 100 miles from home. Includes pre-trip information, emergency ticket replacement, and emergency evacuation coverage. This benefit is paid in full by Spokane County. Flexible Spending Plan (FSA) Spokane County sponsors a Section 125 Flexible Spending Account to allow out-of-pocket Medical & Daycare Expenses to be paid with Tax Free Dollars. Premiums are automatically set up pre-tax under the FSA. Voluntary Term Life Insurance Voluntary Term Life Insurance is additional optional life insurance provided through The Standard Insurance. New employees are guaranteed up to $50,000 for self and $20,000 for a spouse with no medical underwriting needed. WORK/LIFE PROGRAMS Employee Assistance Program Employees and their family members are eligible to receive free counseling. There are also benefits relating to financial and legal concerns. Reduced Cost Bus Pass Program Spokane County participates in a program with STA which discounts bus passes to $5 a month. Wellness Programs There are opportunities for nearby exercise programs at reduced cost and education programs around wellness themes including financial well-being, nutrition and stress reduction. Discounts There are local and national discounts available to Spokane County employees. Agency Spokane County Address 824 N Adams Spokane, Washington, 99260 Phone 509-477-5750 Website http://www.spokanecounty.org/employment