Office and Records Specialist

Association of Washington Cities•Olympia, WA

9d•Onsite

About The Position

Association of Washington Cities (AWC) is seeking a full-time Office and Records Specialist to join their collaborative and customer-focused team. This position assists the administrative team and the Public Records Officer (PRO) with technical public records and administrative tasks that support the organization’s administration, public records, and records management programs. The role also provides lead administrative support to the administrative team by coordinating the daily office support activities, prioritizing administrative work, supporting consistent processes, and assisting the team with a broad range of administrative and office support duties. Founded in 1933, AWC is a private, nonprofit, nonpartisan organization, which provides a wide array of services to Washington’s cities and towns. AWC builds connections between our state’s diverse cities and towns, while providing our members with the support needed to thrive through delivery of data-driven education, nationally recognized pooling programs, and nonpartisan advocacy. AWC is a vibrant, fast-paced organization supported by 70 employees who are passionate about serving our members. We have a diverse team with subject matter expertise in various areas. AWC welcomes applicants from all backgrounds. We value the unique views, backgrounds, experiences, expertise, and potential of all our employees. We are committed to following our core values of collaboration, equity, innovation, integrity, and respect.

Requirements

3 years' progressive administrative support experience.
Experience coordinating team workloads, assigning responsibilities, and establishing work priorities preferred.
Experience in records management preferred.
Associate's degree or combination of education, experience and proven success in a similar role.
Ability to consistently perform work without errors, maintaining a high attention to detail and accuracy.
Highly skilled at using Microsoft 365 applications, Adobe Pro, and the ability to learn and use a wide variety of proprietary systems.
Ability to exercise discretion and handle sensitive information with a high level of professionalism, tact, and sound judgement.
Ability to organize work, prioritize competing tasks, and use available resources effectively to complete work accurately and on schedule for self and others.
Ability to remain flexible and responsive to changing priorities, deadlines, and organizational needs.
Strong verbal and written communication skills with the ability to convey information clearly to diverse audiences.
Strong problem-solving skills, including the ability to gather relevant information, evaluate options, and take appropriate action within the scope of assigned responsibilities.
Knowledge of the Washington State Public Records Act.
Ability to work collaboratively as part of a team, coordinate work with others, support shared priorities, deadlines and collaborate on organizational initiatives.
Demonstrate strong judgement and decisiveness within the scope of established policies and procedures, ensuring adherence to standards.
Proficient knowledge of business writing, punctuation, grammar, proof reading, spelling and arithmetic.
Strong customer service skills and ability to represent AWC professionally to both internal and external customers.
Ability to maintain consistent attendance and punctuality in accordance with approved work schedule.

Nice To Haves

Experience coordinating team workloads, assigning responsibilities, and establishing work priorities
Experience in records management

Responsibilities

Provide lead administrative support in partnership with the HR Specialist by coordinating office support activities, prioritizing and assigning daily administrative work, and promoting consistent processes.
Perform highly technical administrative tasks, including complex mail merges and be a resource to the administrative team on leveraging the M365 applications.
Provide front-desk coverage as needed, including answering a multiline phone system, greeting guests, and assisting with coverage during breaks.
Process mail, checks, and other documents accurately while ensuring confidential and HIPAA protected information is handled secured.
Prepare for events, including pre and post-event packing.
Assist and provide back-up to administrative staff with all other duties, as needed.
Provide administrative support to the PRO in processing public record requests in accordance with RCW 42.56.
Prepare records for production by converting records to formats suitable for preservation or public access.
Apply redactions to records as directed and approved by the PRO, document each redaction with the applicable statutory exemption citations.
Assist with searches of electronic and hardcopy records responsive to requests, within specified criteria and under the direction of the PRO.
Provide back up with public records request tracking system to ensure timely response to record requests.
Assist in performing file audits to ensure compliance with records retention schedules.
Assist in the management and destruction of records in accordance with the retention schedules.
Assist with projects related to the organization and preservation of historical documents.
Copy, scan, file, and/or organize records, as assigned.
Participate in meetings and trainings with relevant professional organizations, as approved.
Monitor the general email inbox, forward messages to appropriate staff, and respond to senders as needed.

Benefits

100% of the medical premium for employees paid by AWC
90% of the medical premium for spouse/domestic partner and child(ren) up to age 26 paid by AWC
Dental and vision insurance are 100% employer-paid for employees and eligible dependents
401(k) with a $1.20 match for every $1 an employee contributes, up to 10% of the employee’s base salary
Employer match can also be applied towards eligible student loan payments
Four hours of paid vacation leave accrued per semi-monthly pay period, increasing over time
Four hours of paid sick leave accrued per semi-monthly pay period
11 paid holidays and two floating holidays each year
Basic life insurance
Disability insurance
Employer-funded Health Reimbursement Arrangement (HRA) ranging from $770 to $1,980 based upon enrollment in the medical insurance plans
Access to outstanding performance awards
Tuition assistance
Staff appreciation events