Information Governance Records Specialist I - III (Depending on Experience)

Grant County Public Utility District•Ephrata, WA

8h•$81,723 - $131,581•Hybrid

About The Position

This position serves the public seeking access to Grant PUD’s public records. Responsible for delivering accurate, efficient, and timely records, responses, and information. Ensures documents provided to the public are free of sensitive information. Knowledge of records management, compliance, best practices, and legal issues pertaining to the retention, archival, scanning and destruction of Grant PUD’s information assets. Depending on qualifications and experience, incumbents may: IG Records Specialist I: Perform public records request duties with direction, completing routine and nonroutine requests. IG Records Specialist II: Serves as primary contact for public records request under general supervision, maintains public record tracking mechanism, provides and protects records, implements retention schedules. IG Records Specialist III: Serves as primary Records Officer, and primary Project Manager under minimal supervision, overseeing scope, budget and deadlines. Develops and implements records programs, training and coaching.

Requirements

IG Records Specialist I: Bachelor’s degree in Archival Science, Legal or Compliance field, Business Information Systems, Business Administration, or related field. OR 2 years of records management, compliance, legal, or related records management experience.
IG Records Specialist II: Bachelor’s degree in Archival Science, Legal, or Compliance field, Business Information Systems, Business Administration, or related field, OR 2 additional years of records management, compliance, legal, or related records management experience in lieu of degree
IG Records Specialist II: 3 years of records management, compliance, legal, or related records management experience.
IG Records Specialist III: Bachelor’s degree in Archival Science, Legal, or Compliance field, Business Information Systems, Business Administration, or related field, OR 2 additional years of records management, compliance, legal, or related records management experience in lieu of degree
IG Records Specialist III: 6 years of records management, compliance, legal, or related records management experience.
Knowledge of Grant PUD’s computer environment and policies; Federal and State rules and guidelines related to public records; file and records management; retention schedules; general knowledge of personal computer hardware and operating systems.
Skills in operating a personal computer and general office equipment; customer service and care; time management; the use of spreadsheets and document imaging systems; organization; interpersonal skills including clear and concise communication, both in writing and verbally.

Nice To Haves

Experience working at a Public Utility District or Government entity.
Experience in records and information management field, and experience working in compliance with the Public Records Act preferred.
Experience with data governance, data security, and file search software.
WAPRO Certified Public Records Officer
Experience writing or developing departmental processes and procedures.

Responsibilities

Processes public records requests from internal and external requesters in accordance with state laws and Grant PUD policies, including requests from law enforcement, in a discreet and expeditious manner.
Ensures documents provided to the public have sensitive information removed or redacted in accordance with state and federal requirements and Grant PUD policies.
Fulfils the roles and responsibilities of the Records Officer (Public Records) for Grant PUD as needed.
Provides support to Grant PUD’s general counsel with discovery, litigation, and potential litigation by using the same systems and processes used to respond to public record requests.
Ensure document retention requirements are adhered to for Grant PUD records.
Evaluates physical records for storage or destruction in accordance with state regulations.
Maintains and updates the request for public record tracking mechanism to safeguard the documentation of timelines, records provided, and communication between Grant PUD and requester.
Helps the District’s records owners remain compliant with the Public Records Act, meet our mandates, and policies for records management and retention.
Implements retention schedules in accordance with regulations and best risk management practices.
Protects, archives, and provides access to Grant PUD historical records.
Provides information governance training and support for all District staff.
Works with Grant PUD staff and outside vendors to complete scanning projects, including but not limited to microfilm, maps, drawings, and timesheets.
Evaluates industry best practices and industry updates to ensure the latest records management laws, trends, and methods are implemented.
Implement training and support in records management best practices, policies, and procedures.
Respond to records questions from departments and employees regarding retention and storage, destruction, archival, search, research, and related issues in support of an effective records management program.
Develops an essential records program (classified by the State), which includes identifying record types, storage locations, and protection methods.
Serves as the primary Project Manager for the records department and oversees project scope, budget, and deadlines. Communicates and coordinates support within the department and with other employees to implement projects, perform research and analysis, update project list, and develop reports and tracking measures.
Perform required policy management documentation.
Research and implement retention schedules in accordance with regulations and best risk management practices.
Facilitates and speaks at records coordinator meetings, and creates topics based on industry best practices and industry updates to educate coordinators on latest records management laws, trends, and methods.
Develop and implement training and support in records management best practices, policies, and procedures.
Coaches department records coordinators and other employees on records program with clarity and efficiency.
Demonstrated commitment to Grant PUD’s mission, vision, values, and strategic plan the Code of Excellence.
Understand and adhere to compliance requirements for this position that may include laws, regulations, security guidelines, Grant PUD policies & procedures.
If needed to operate a GPUD vehicle for business purposes, please refer to the Vehicle/Asset Usage Policy, IS-TA-POL-001.
Actively participate in all aspects of our safety program, including but not limited to: Following all safety policies and procedures; Alerting supervisors and coworkers to unsafe or hazardous working conditions; Reporting any safety incidents or close calls within 24 hours to your supervisor; and Accepting feedback from supervisors and coworkers regarding your own safety performance.