Deputy Public Records Officer

Clallam County•Clallam County Courthouse, WA

13h

About The Position

The Deputy Public Records Officer (DPRO) supports the County Public Records Officer by administering and coordinating Clallam County’s public records and records management programs in compliance with the Washington Public Records Act (RCW 42.56), County Code, and administrative policies. This position is responsible for independently managing public records requests, including interpreting requests, locating and reviewing records, identifying applicable exemptions, preparing records for disclosure, and ensuring timely and accurate responses. Serving as a key resource for departments and offices throughout County government, the DPRO provides guidance on records management practices, promotes compliance with public records requirements, and assists with training and coordinating public records personnel. The position requires strong organizational skills, attention to detail, sound judgment, and the ability to effectively communicate and collaborate with the public, County staff, elected officials, and other stakeholders while balancing transparency, confidentiality, and legal compliance.

Requirements

Requires knowledge of the field of assignment sufficient to perform thoroughly and accurately the full scope of responsibility as illustrated by examples in the above job description
Associate’s degree (AA) or equivalent from an accredited college or university with major course work in Office Management, Public Administration, or a closely related field, or any combination of education, training and work experience, which demonstrates the incumbent is otherwise fully qualified.
Minimum of 3 years’ experience in the clerical field or related area specializing in records retention and/or public records: or any other combinations of education and experience will be evaluated on an individual basis.

Responsibilities

Receive and interpret public records requests, and coordinate collection, review and release of responsive records in accordance with state law and county policy
Apply extensive, in-depth knowledge of records retention schedules and the processing of public records requests in compliance with Washington State Laws, and County Code and Policies.
Closely review records for responsiveness and exemptions in compliance with the Public Records Act, other local and federal statutes, and countywide departmental procedures
Apply redactions to documents, video and audio.
Understand county retention schedules and maintain files in compliance with those schedules
Communicate with requesters, Public Records Specialists (PRS), legal counsel, and various agencies or third parties
Coordinate with the Public Records Officer and/or the Prosecuting Attorney’s Office to reasonably interpret complex records requests and due dates, as well as maintain the ‘sanctity’ of confidential information
Assess technology tools used to track, log, redact, extract, collect and respond to public records requests and makes improvements as necessary
Review all types of records handled by Clallam County government including records of the Clallam County Sheriff’s Office and Prosecuting Attorney’s Office. Some of these records may contain graphic images and potentially disturbing information
Communicate with county departments and Public Records Specialists regarding the County’s obligations under the Public Records Act, and provide advice on how to gather responsive records, particularly those in electronic formats or on personal devices
Responsible for providing a log of withheld or redacted records in response to exempt records under RCW 42.56
Work with other departments/offices on the maintenance of records, including appraising, preserving, destruction, and transfer of files and data in compliance with the retention schedules established by the Secretary of State.
Work directly with the public regarding clarifications, payment for copies, and assistance with linked files, as well as any other public related offerings
Stay current on the latest updates to public records law and best practices for responding to public records requests and records management through maintaining membership with WAPRO, attending conferences or webinars available from the Attorney General’s Office, MRSC, WAPRO and others; and reviewing various publications and resources available
Duties as assigned