Records Analyst presso City of Redmond, WA

About the Department

The City of Redmond is a thriving, culturally diverse community and home to over 80,000 residents. Redmond is the hub to an array of commerce and industry ranging from technology, aerospace and gaming to biomedical and innovation start-ups. In this role, you will represent the city, and our values of service, integrity, accountability, belonging and stewardship.

The Records Analyst performs specialized duties related to the analysis, compilation and dissemination of complex records requests. As part of the City Clerk’s Office, the position will also perform records management work in addition to tasks related to the public records disclosure function. The position adheres to legal and regulatory requirements for disclosure and management of records and works with others across the City to provide guidance, advice and training of records disclosure and records management procedures.

Distinguishing Characteristics

The Records Analyst is considered the City’s records expert and ensures compliance with City code, State and Federal laws and regulations. Strict, and often changing, regulations contribute to the complexity of the work. The incumbent will work closely and collaboratively with City employees to provide accurate advice and direction with respect to public records and records management standards, policies, and procedures.

Position Duties

• Administer the City’s online public records request tracking and processing system.
• With department record coordinators, serve as a point of contact for the public with questions regarding accessing public records.
• Coordinate fulfillment of complex requests and ones that relate to more than one City division/department.
• Coordinate timely and appropriate responses to public disclosure requests received by City, in accordance with the law.
• Serve as resource to record coordinators and other City staff on topics related to disclosure of public records and fulfillment of records requests according to law and the City’s Rules of Procedure.
• Maintain a list of department record coordinators, track training compliance, and update workflows.
• Review and/or assist record coordinators with requests.  
• Monitor incoming requests for proper assignment and reassign as necessary.
• Perform email searches and review. 
• Create and process online payments.
• Regularly participate in Public Records Act trainings.
• Process and track requests received, document searches, and time spent on response.
• Maintain contact with requestors including, but not limited to, telephone and email communications and in-person contact.
• Update web pages for the Clerk’s Office (both internal and external sites), including creating and revising content related to records and any other area as assigned.
• Work with City staff on storage, review and disposition of records, including physical, electronic (including email), microfilm and records in any other format. 
• Provide records management expertise, training, and support to City employees.
• Research and apply all applicable rules, regulations, and standards concerning records and information management for the State of Washington. 
• Assist with retrieving records boxes from off-site storage and reviewing contents for disposition.
• Participate in meetings, training opportunities, and professional organizations.
• Other records related duties as assigned.

Knowledge, Skills and Abilities

Knowledge of and Skills in

• Comprehensive understanding of the Public Records Act and applicable federal, state, and local laws, rules, regulations, standards, policies, and procedures.
• Research methods and techniques.
• Use of a personal computer and related software (MS Office, records and information management, document storage, website editing applications and other relevant software applications).
• Structure and functions of City government.
• Dealing tactfully and effectively with the community, public officials, requestors, attorneys, and City staff.
• Interpreting and applying laws and regulations applicable to area of responsibility.
• Knowledge of data processing methods, information storage and retrieval techniques.
• Understanding of records retention guidelines and classification plans for the State of Washington.

Ability to:

• Learn new software systems.
• Maintain filing and record keeping systems.
• Efficient scheduling and time management.
• Manage multiple simultaneous deadlines.
• Handle stressful situations.
• Work effectively with a diverse community and City staff.
• Communicate consistently and effectively, orally and in writing, with City staff and the public.
• Maintain confidentiality regarding sensitive information and confidential records.
• Provide customer service solutions.
• Exhibit leadership while working with all departments in the areas of records administration, compliance, and innovation.
• Work independently with minimal supervision, and as part of a team.
• Effectively coordinate, perform, and complete multiple duties and assignments concurrently and in a timely manner.
• Use good independent judgment and effective decision-making.
• Advise employees as appropriate with respect to laws and regulations for the public records act and records management.

Minimum Qualifications

Education and Experience
 •  Bachelor’s degree in business administration, records and information management, or related field; and
 •  Five years of progressively responsible experience in records and information management; or equivalent combination of experience and education that would provide the required knowledge, skills and abilities.
 •  Public sector experience preferred.
 
 Licenses and Certificates
 •  Certified Records Manager (CRM) or similar industry recognized credential is preferred.
 •  Notary Public Commission from the State of Washington within six months of hire date.
 •  ARMA Records and Information Management Certificate, or ability to obtain within one year of hire date, is preferred
 •  Certified Public Records Officer Certificate through the Washington Public Records Officers’ Association, or ability to obtain within two years of hire date is preferred.

This class description describes the general nature of the work performed, representative duties as well as the typical qualifications needed for acceptable performance. It is not intended to be a complete list of all responsibilities, duties, and skills required of the job.

Please review the Records Analyst (Supplemental) job description for more information about the knowledge, skills, abilities, working conditions, and physical requirements.

Other Qualifications

This is a supplemental, non-benefited position.