Program Assistant - Public Records

City of Olympia • Billings, MT

5d • $77,820 - $94,591 • Onsite

About The Position

Under general supervision, manages and responds to public records requests, ensuring the timely and accurate release of police reports, videos, and other related documents. This role is essential for maintaining transparency and fostering trust between the police department and the community.

Requirements

• Knowledge of applicable rules, regulations, laws, and ordinances related to the care and maintenance of a variety of detailed public records, particularly law enforcement records in various formats.
• Knowledge of applicable laws related to the Public Records Act.
• Skill in operating personal computer equipment and software, including word processing, database, and presentation programs, at a level of proficiency to perform position duties and responsibilities.
• Ability to assist the public and/or other City staff in understanding public records and how to request them.
• Skill in defusing angry or agitated people.
• Ability to manage technical, complex information systems in compliance with applicable rules and regulations.
• Ability to manage competing requests for assistance and demanding deadlines.
• Ability to responsibly work with and manage sensitive criminal justice information using discretion, good judgment, and maintaining confidentiality.
• Ability to learn and apply Washington State laws governing the release of criminal history information.
• Ability to resolve difficult situations tactfully, diplomatically, and within Department guidelines.
• Ability to work independently from general instructions and broad work expectations.
• Ability to work cooperatively and effectively as a member of a service-oriented team.
• Ability to communicate well and present a positive, professional image of City services.
• Ability to organize work for maximum efficiency.
• Ability to follow verbal and/or written instructions.
• A high school diploma or GED and two (2) years records and information management experience is required.
• Achieving Level II ACCESS certification for use of the Washington Crime Information Center (WACIC) and National Crime Information Center (NCIC) within six months of appointment is a condition for continued employment.
• Successful completion of a pre-employment criminal history background check and polygraph examination is required.
• Valid Washington State driver’s license is required.

Nice To Haves

• A bachelor's degree in records and information management or a closely related field is preferred.
• Experience with redacting and editing of video recordings is highly desired.
• Some positions may require assignment to a swing shift work schedule.

Responsibilities

• Serve as the point of contact for public disclosure requests and coordinate activities related to this function.
• Receive, review, and process public records requests for police reports, videos, and other related documents.
• Ensure compliance with state and federal laws regarding the release of public records.
• Coordinate with various department members, labor unions, and other City departments to gather and compile requested information.
• Redact sensitive or confidential information from documents and videos as required by law.
• Maintain accurate records of all requests and responses.
• Assist in developing and implementing policies and procedures related to public records requests.
• Provide excellent customer service to requestors, addressing inquiries and concerns professionally and promptly.
• As part of a team, determine how to manage diverse workloads and workload fluctuations to meet state and federal deadlines, criminal justice system priorities, and customer expectations.
• Support the Criminal Records team as needed.
• May provide direction and training to less experienced members.
• Punctual, regular, and reliable attendance is essential for successful job performance.

Benefits

• The City of Olympia complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED