Public Records Specialist (34 hours per week) at City of Lake Forest Park, WA

About the Department

Under the direction of the City Clerk, the Public Records Specialist performs a variety of records management duties involving City files, documents and other materials and assists in the administration of the Municipal Services Department’s programs and services. This position develops and maintains records management policies/procedures and trains and assists staff on the City’s records management policies and retention practices. In addition this role assures the proper and timely disposition of records and provides information and assistance to City staff and the public on the identification, protection and recovery of City records.

Duties require strong customer services skills, considerable attention to detail, and the ability to be extremely organized to meet rigid deadlines with minimal supervision. Responsibilities have a significant impact on the department's operations, record keeping, and customer satisfaction.

This is a part-time (0.85 FTE / 34 hours per week / day-shift), benefit eligible, non-exempt position. Hours are typically Monday - Friday, 9am - 5pm, however schedule can be flexible and will be determined with the incumbent. This position is not eligible for a remote work scheduling option.

Position Duties

Records Management:

• Intake, log and respond to Public Records Requests. Coordinates with individual departments and legal counsel to respond to requests, assisting the public in accessing records and information in compliance with the Public Records Act and City policy.
• Assist with the organization of City records in accordance with the Washington State Records Management Guidelines and Retention Schedule.
• Works with all City departments to identify and process records and implement procedures for the retention, storage, and disposition of records.
• Administers the records storage areas of the City Hall building by accessing, storing and retrieving files, boxes, and other records; conducts record inventories and prepares reports and makes recommendations for more efficient and effective storage of City records.
• Assists with regular updates to electronic records available on the City website.
•  Acts as liaison between the City and the state in reviewing records retention storage and retrieval issues, disposition of archival records, and impending legislation and current laws.
• Maintains City’s Records Disaster Plan and Essential Records Protection Plan.

City Council Support:

• Posts ordinances and resolutions on the website after passage by City Council.  
• Develop and manage inventory of records for the Electronic Archives of City ordinances and resolutions.
• Manage update of the Municipal Code.

Departmental & Back-up Support:

• Provide research and clerical support to the City Administrator and Human Resources Director as needed.
• Provide back-up support to the receptionist position including answering phones, assisting walk-in customers, receipting payments, run daily banking reports, process incoming and outgoing mail, process pet licenses, and other duties as needed. Back-up for daily banking reconciliation.
• Provide back-up support to the Passport Agent(s), including assisting walk-in customers with the passport application and renewal process, including maintaining tracking reports and cash receipting.
• Maintain leave/coverage calendar for the department, including front desk and passport coverage.
• Assist other departments with clerical work or special projects as needed.
• May assist with City communications, including website updates and notifications and social media.

Minimum Qualifications

 Education and Experience

Required:

• High school diploma or equivalent AND at least three years of general administrative experience with an emphasis on records management, including providing a high level of customer service OR equivalent education/experience.
• Per guidelines set by the National Passport Office: Must be at least 18 years old and a U.S. Citizen or U.S. non-citizen National.
• Working knowledge of the Public Records Act.
• Ability to successfully complete the required training and testing in order to become certified to accept passport applications. 
• Working knowledge of Adobe, Outlook, Microsoft Word, and Excel.

Preferred: 

• Associates degree in Business Administration, Communications, or related field.
• Certified public records officer designation.
• Knowledge of WA State retention schedules for local government.
• Working knowledge of accounting/cash-handling procedures.
• Prior website maintenance and social media experience.
• Ability to speak more than one language.

Other Qualifications

Working Conditions / Physical Requirements

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The position works in a standard office environment with moderate noise levels.