Public Records Administrative Specialist

Skagit Valley College•Mount Vernon, WA

3d•Onsite

About The Position

Under the administrative direction of the Vice President of Human Resources, the Public Records Administrative Specialist provides support in two key areas: public records and administrative support to the Vice President of Human Resources and the Office of the President. This is a full-time, confidential, administrative exempt, overtime-eligible position. This position will train with the current Public Records Administrative Specialist to learn the functions of this office and then assume the timely processing of public records requests. Responsibilities include documenting receipt, identifying relevant departments with responsive records, and determining the necessary steps and timelines to proceed in accordance with applicable laws. The Public Records Administrative Specialist also provides administrative support to the Human Resources Vice President and the Executive Assistant to the President. Additional responsibilities include supporting policy and code revisions, processing travel reimbursements and invoices, reconciling expenses, departmental purchasing, and serving as a backup to the Executive Assistant to the President. The public records component of this role is highly technical and requires excellent organizational, technical, and administrative skills to prioritize and complete multiple tasks efficiently. As time allows, this position may assist the President’s Office and Human Resources with the coordination of events. This position may be called upon to provide backup support to the President’s Executive Assistant and must therefore demonstrate diplomacy, analytical thinking, integrity, sound judgment, and a sense of humor.

Requirements

One or more years’ experience coordinating or administering public disclosure activities or records management systems OR a combination of education, training and practical experience which provides an equivalent background required to perform the work of this position;
Prior experience providing administrative/secretarial experience in support of an executive level administrator.
Exceptional analytical and problem-solving skills;
Meticulous attention to detail;
Strong organizational and time management abilities;
Critical thinking aptitude;
Demonstrated knowledge of public records procedures and practices;
Excellent communication skills across all levels of the organization;
A customer service–focused approach;
The ability to handle confidential information with discretion.
Knowledge and/or understanding of: Public records; Federal and State employment laws and regulations; Business and office technology.
Skilled in: Organization, accuracy, and attention to detail; Problem solving and conflict resolution; Interpersonal partnerships; Record keeping; Computer use for communication, data entry, spreadsheets, correspondence, and report creation; Microsoft Excel, and be able to create, maintain, track, calculate, and analyze information; and utilize formulas; Microsoft Word, and be able to create, revise, and maintain correspondence, forms, templates, and documentation, and use mail merge functionality; Microsoft Outlook, and be able to compose and send emails, and manage calendars; Project management skills; Technological skills necessary for coordinating, redacting, preserving metadata.
Ability to: Organize and work independently on multiple assigned tasks/projects, complete assignments within specified deadlines; Anticipate and mitigate the risk associated with public records and use of judgment in effective problem-solving; Maintain current knowledge of privacy and public records laws; continuously monitor legal changes; Pay close attention to detail for sustained periods of time; Adapt easily to changing business needs, conditions, and work responsibilities; Balance competing demands of long-term projects and emergent needs; Demonstrate ownership of the work while taking responsibility for resolving errors; Maintain confidentiality; Establish and maintain cooperative and effective working relationships with staff and the public; Communicate clearly and concisely, both orally and in writing, with tact and courtesy; Maintain a professional, positive service attitude under sometimes stressful situations; Develop positive relationships and effectively interact within all levels of the organization and with external customers by being highly responsive, non-judgmental, and supportive; Apply analytic and problem-solving capabilities to accomplish work tasks and perform detailed work with accuracy, including the use of proper spelling, punctuation, sentence structure, and grammar; Work with and maintain the security of highly confidential data; Research, interpret, and understand applicable policies, procedures, laws, rules, and work directions provided in verbal and written form; Work productively in a team environment; Demonstrate a good sense of humor; Arrive to work at the scheduled time and be reliable in attendance.

Nice To Haves

Bachelor’s degree from an institutionally accredited college or university OR an equivalent combination of education and experience that demonstrates the candidate meets all competency requirements for this position;
Demonstrated experience managing highly confidential legal documents/issues;
Experience with event coordination;
Demonstrated ability to manage complex schedules, budgets, and departmental initiatives;
Experience working in position(s) demonstrating high-level administrative support skills, including the ability to take responsibility, display initiative, and make independent decisions;
In-depth computer proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint); proficiency in the use of other office equipment and software;
Experience with event coordination; and
Excellent writing skills and organizational skills.

Responsibilities

Serve as the primary point of contact for public records requests in accordance with the Washington State Public Records Act (Chapter 42.56 RCW);
Receive, process, and track public records requests; identify relevant departments with responsive records and determine necessary steps and timelines to ensure legal compliance;
Respond to all public records requests within five business days of receipt;
Coordinate with college staff to compile responsive records;
Provide the Office of Information Technology (IT) with search terms for electronic records and coordinate the collection of responsive data;
Assist with responses to subpoenas, litigation holds, lawsuits, warrants, and other legal records requests outside of public records;
Maintain the confidentiality of data and records involved in public records requests;
Develop and implement strategies to ensure records are accurate, secure, and accessible;
Regularly assess internal controls, resolve deficiencies, and identify areas for improvement;
Independently advise employees, supervisors, and administrators on the interpretation of local, state, and federal laws and regulations related to public records;
Analyze legislation, administrative rules, and directives; provide consultation to the Vice President of Human Resources (VPHR) and Office of the President on policy and procedural updates;
Consult with Assistant Attorneys General (AAGs) as requested by the VPHR or Office of the President;
Oversee electronic and paper recordkeeping for the President’s Office and HR Department, ensuring compliance with state retention requirements;
Manage public records archiving processes;
Respond to requests for employment data and compensation surveys from SBCTC, OFM, and other organizations;
Conduct audits of employment records and resolve discrepancies;
Assist with the distribution of required and annual notices;
Coordinate with the VPHR on precedent-setting or high-impact issues, including potential liabilities;
Maintain a tracking system for public records requests to monitor timely departmental responses;
Review responsive records for exempt information and apply redactions as needed;
Prepare and maintain redaction and exemption logs;
Review email archives for communications responsive to requests;
Ensure compliance with public records retention schedules (RCW 40.14 and Title 434 WAC);
Stay current on changes in case law and legislation related to records management; update staff accordingly;
Attend annual Washington Association of Public Records Officers (WAPRO) training and other relevant sessions;
Manage efforts to organize, store, retrieve, and retain records supporting agency operations;
Lead agency-wide initiatives to improve records management processes;
Provide analysis, coordination, and oversight for records inventory, retention, and disposition activities;
Continuously research and develop systems, policies, and procedures to enhance records management;
Collaborate with diverse teams to implement organizational changes, improve legal compliance, reduce data duplication, and preserve records;
Develop and deliver records management training and materials;
Assist the Director of Compliance with updating district rules, policies, and procedures, including support for the WAC process (e.g., Title IX, records management, filing forms, tracking schedules);
Manage recordkeeping for policies and procedures, including tracking revisions.
Arrange travel for conference attendance, including flights, rental cars, lodging, and related reimbursements, in accordance with college policies and procedures;
Assist with policy management, including regular review, revision, publication of changes, maintaining historical records, and posting updates to the SVC website;
Exercise independent judgment, discretion, and political acumen when communicating on behalf of the President’s Office and Human Resources;
Maintain confidentiality, demonstrate initiative in problem-solving, and handle sensitive situations with tact and diplomacy;
Create and process purchase requisitions, process invoices, and order office supplies;
Provide backup support to the Executive Assistant to the President;
Manage projects as assigned by the Vice President of Human Resources (VPHR) and support compliance-related activities, including accreditation;
Assist with monitoring and tracking HR budgets;
Coordinate room reservations and arrangements for meetings and events;
Reconcile credit card transactions in compliance with college and state requirements;
Compose correspondence and prepare communications related to human resources matters;
Track legal issues and assist with the management of legal cases, as needed;
Provide excellent customer service and establish effective working relationships with college employees, departments, guests, and external agencies;
Communicate professionally and effectively, both orally and in writing;
Develop creative solutions to personnel or procedural issues within the framework of collective bargaining agreements, applicable laws, college policies, and SVC’s HR procedures;
Maintain strict confidentiality of all visual, verbal, and written information.
Assist with the facilitation of events hosted by the President's Office and Human Resources by:
Supporting all logistical aspects of events, including venue setup, seating arrangements, and event breakdown;
Collaborating with internal event planners and organizers to gather information on specific event needs and goals;
Produce agendas and programs;
Arranging audiovisual and support equipment;
Providing on-site support during events to ensure smooth operations, addressing attendee needs, and resolving on-site issues;
Maintaining positive working relationships with multiple campus entities to support successful events;
Assisting with securing catering services and supplies;
Manage guest lists, track RSVPs, and coordinate event registration;
Track all expenditures and maintain accurate accounting of invoices in compliance with college and state requirements;
Arrange for the movement and storage of materials and equipment needed for events, from staging to attendee services;
Perform other related duties as assigned.