Public Records Specialist and Records Manager bei King County, WA

About the Department

This recruitment will be used to fill a Career Service vacancy and to create an eligibility pool to fill future Career Service vacancies over the next six (6) months. 

The King County Department of Public Defense (DPD) is seeking an experienced and professional Project/Program Manager III – Public Records Specialist and Records Manager.

The Public Records Specialist and Manager will serve as the lead and subject matter expert as it is related to the Washington Public Records Act (PRA) and the department’s records management practices. This position will provide consultation and management of all types of records management policies and public records requests made under the PRA. Duties will include providing coordination services, managing large and/or complex public records requests and providing expert level advice and consultation to staff and department leadership. This position will be required of public records requirements, varying degrees of technological expertise and varying skills levels. 

Reporting to the Chief Operating Officer, the Public Records Specialist (Project/Program Manager III) will be responsible for managing Public Record requests, Requests for Information, and overseeing records management policies, procedures, and projects related to client case files and DPD administrative records.
 
The Department’s Mission Statement
The King County Department of Public Defense represents indigent adults and children facing a loss of liberty. Our department is an independent voice that promotes fairness and equity for our clients and advocates for their objectives, interests, and dignity.

DPD provides high quality legal representation to indigent clients in felonies, misdemeanors, juvenile defense, family defense (dependency cases), involuntary commitment (mental illness), and sex offender commitment proceedings.

DPD advocates to reduce the harm and reach of the criminal and civil legal systems that restrict our clients’ liberty, and advances policy reforms to reduce systemic racism. We strive to create a flexible workplace culture that is inclusive, respectful, and supportive, premised on a shared anti-oppression framework. To learn more about DPD, visit our website.

Position Duties

ESSENTIAL JOB FUNCTIONS AND DUTIES include but are not limited to the following: Records Management Program

Serves as the Agency Records Officer for King County Department of Public Defense.  Serves as a liaison between Public Defense and the King County Records Management Program.  Provide department leadership and representation on countywide planning of records management practices. Lead, develop and coordinate guidance, process and policies to all organizational levels regarding records management compliance and risk mitigation. Provide strategies for achieving compliance within current and future records systems. Provide advice and consultation to leaders and to influence decision making or change.  Coordinate the department’s compliance with Records Management policies and procedures and retention schedules, suggest amendments as warranted. Develop, coordinate and present training to staff on Public Records/Records Management processes to ensure compliance and standard work.  Lead and Maintain department records including storage, archiving, and/or destruction as per applicable regulations and policies. Develop and implement records retention plans and procedures and support initiatives to increase efficiency and effectiveness for the management of the department's records throughout its lifecycle. Public Disclosure Program  Manage and oversee public disclosure request in compliance with the Washington State Public Records Act (RCW 42.56) and King County Executive Branch Public Records Act Procedures.  Monitor, organize, and track the timeliness of the department's response to Public Records Act request to assure compliance with all requirements under its provisions. Communicate and meet with record custodians and requestors to facilitate timely and thorough responses to public records requests.  Collect, performed and review of information to determine whether documents are responsive records for redactions and withholding exemptions.  Serve as a technical expert for complex research and analysis for public records requests.  Process a variety of public records request using information management systems related to public records requests.  Provide department leadership and representation on countywide public records practices.  As the primary liaison and lead, consult with the Civil Division - Prosecuting Attorney’s Office on legal issues related to public records requests.  Develop effective working relationships with each requestor to clarify requests and provide timely and efficient responses. Efficiently and accurately redact or exempt information as necessary according to applicable laws and standards. Maintain confidentiality. Analyze processes and provide constructive feedback for improved customer service and departmental efficiency. Conduct, assist with, or coordinate data retrieval. Efficiently and effectively manage individual work time to meet a fluctuating workload and daily assignments. Discovery and Litigation Response  Identify and coordinate production of public records in keeping with timeliness standards required by the law, coordinating with attorneys as needed or requested. Track and coordinate all discovery requests and legal holds for the department.  Serve as technical expert for complex research and analysis related to discovery, e-discovery, and legal holds  As the primary liaison and lead, consult with the Civil Division - Prosecuting Attorney’s Office on legal issues related to legal holds, and discovery and litigation.   Request for Information Response  Lead and manage complex information requests from initiation to final resolution, ensuring adherence to statutory deadlines and internal protocols.  Manage and oversee requests for information in compliance with the Washington State Public Employee’ Collective Bargaining (RCW 41.56).  Monitor, organize, and track the timeliness of the department's response to requests for information.  *The Department reserves the right to update, change, and assign additional duties in support of DPD’s mission.*

Minimum Qualifications

• At least two (2) years demonstrated experience managing public records request, per the Washington State Public Act (RCW 42.56), including: 
  • Coordinating responses from multiple record holders
  • Ensuring accuracy and completeness of responses
  • Knowledge of exemptions and withholding requirements 
  • Ensuring deadlines are met 
• At least two (2) years of experience working with records retention schedules, inventorying records, creating retention schedules, updating schedules as necessary and following proper procedures for dispositioning records, including authorizing destruction.
• Are technical experts (advanced knowledge) with state and local laws, regulations, policies, and procedures relating to the Public Records Act, records retention and office technology.
• Proficient using Microsoft Word, Excel, Outlook, SharePoint and Adobe Pro. Experience using e-discovery tools, electronic records management and public records request tracking system. 
• Familiarity with government agencies, or knowledge of King County’s records systems. 
• Proficient using Adobe Pro.
• Ability to handle multiple competing priorities, organize and manage workload, and make decisions necessary to respond in an expeditious manner. 
• Are excellent written and verbal communications and can build effective working relationships with multiple stakeholders and customers internal and external to the department. 
• The ability to provide strong customer service skills with all internal and external customers. 
• Are able to monitor multiple complex records production efforts and resolve conflict and defuse difficult situations that potentially may delay timely production. 
• Ability to provide useful training and consultation to staff with various levels of knowledge about records.
• Ability to identify and prioritize time-sensitive matters and respond with a sense of urgency while adapting to changes in workload demands.
• Demonstrated ability to work independently with minimal guidance. 
• Demonstrated skill and experience in maintaining a high level of confidentiality and exercising good judgement independently. 
• Demonstrated success in coordinating, managing, and responding to a high volume of public records request made per the Washington State Public Records Act.
• Knowledge of records management practices and record retention techniques and principles.
• Demonstrated experience gathering, manipulating, and using data.
• Skill in working with a variety of individuals from diverse backgrounds.

Most Competitive Candidates Will Possess:

• Bachelor's degree in Public Administration, Records Management, Business Administration, or related field; and two or more years of experience responding to or coordinating responses to public records act requests made per the Washington State Public Records Act; or any combination of experience/education/training that provides the required knowledge, skills, and abilities to perform the work.
• Public Records officer Certification through the Washington Association of Public Records Officers (WAPRO)
• eDiscovery / Electronic Discovery Reference Model (EDRM) experience.
• Experience with GovQA, or other Public records Management software.
• Experience with Peoplesoft or other ERP software.
• Experience with Laserfiche or other ECM software.
• Certified Public Records Officer/WAPRO membership.

Other Qualifications

At King County, our work is guided by our True North and values. Our True North is what we aspire to: Making King County a welcoming community where every person can thrive.

King County offers great benefits, to include a pension plan, holidays, transit pass, plus training and education opportunities to promote growth and development. Our focus is to provide our employees with work life balance. 
   
ARE YOU READY TO APPLY? 
This opportunity to join DPD is open to all qualified applicants. Please apply at www.kingcounty.gov/careers. 

To be considered for this role submit the following items: 

• Completed King County application. 
• A current resume. 
• Cover letter detailing your background and what you can bring to the Department of Public Defense in this role. 

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 our Talent Advisors at [email protected]. 
 
This recruitment may be used to create an eligibility pool to fill future Career Service vacancies over the next six (6) months.  
  
Work Schedule and Location
The Operations team works in a hybrid model, with days in the office as well as telecommuting. The ratio of remote to onsite work will be dependent on business needs and is subject to change. The primary onsite location is the Dexter Horton Building, 710 Second Avenue, Seattle.

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

King County has a robust collection of tools and resources to support working remotely. The individual selected for this opportunity will join an innovative and progressive team that is redefining how we work as we transition to the department's hybrid environment. 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.

DPD maintains physical offices in the following locations:

• Dexter Horton Building, 710 Second Avenue, Seattle
• Jefferson Street Building, 1401 East Jefferson, Seattle 
• Meeker Street Building, 420 West Harrison Street, Kent 

Rotations of work location and practice area and/or workflow are an essential function and can occur based on business need.  

The typical workweek is 40 hours per week, Monday through Friday, 8:00 a.m. to 5:00 p.m. This position is non-exempt from the provisions of the Fair Labor Standards Act and is eligible for overtime. 
   
DPD Policies 
Outside Work Policy for Administrative Staff will apply to employees, such that you must receive approval from your supervisor before being permitted to engage in outside employment for compensation or volunteer.
  
Union Membership 
This position is not represented by a union. 
   
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 the recruiter listed on this job announcement. 

SALARY AND BENEFITS: 
In accordance with RCW 49.58.110, this salary reflects the full salary range for this position. Individual placement within the range is based on the candidate's current experience, education, skills, and abilities related to the position. King County offers a comprehensive benefits package which includes paid sick and vacation leave; paid holidays; medical, dental, vision, flexible spending accounts, life and disability insurance for employees and dependents; retirement and deferred compensation. For additional information, please review the detailed summary of benefits offered by King County.

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