Public Records Coordinator (Administrative Specialist III - BU)

City of Seattle•Seattle, WA

22h•Onsite

About The Position

The Seattle Human Services Department (HSD) aims to connect people with resources and solutions for strong, healthy communities. HSD invests in community-based human service providers supporting vulnerable populations. The Legislative & External Affairs (LEA) team supports HSD through community engagement, communications, media relations, and public affairs. Reporting to the Director of LEA, this Administrative Specialist 3 position is crucial for facilitating public disclosure requests (PDRs), leading constituent communications, and providing administrative support to the LEA Director and team. The role may also support LEA products like social media and community engagement, and requires a commitment to racial equity, inclusion, and dismantling prejudice.

Requirements

Requires three years of clerical support experience (or a combination of education, training and/or experience which provides evidence of the ability to perform work of the class).

Nice To Haves

Bachelor's Degree in Public Administration, Political Science, or other relevant discipline.
A demonstrated understanding of Washington State’s Public Records Act and how it is generally applied in public agencies.
Has familiarity with legal exemptions for record redaction and withholding.
Great communication skills and customer service skills.
A commitment to excellence and a strong attention to detail.
Experience working with the public and a demonstrated understanding of inclusive and equitable communication practices that reflect, respect and celebrate the communities we serve.
Experience coordinating across multiple divisions, departments, or agencies to complete projects.
Experience using Microsoft Office 365 tools (Outlook, Teams, OneNote, etc.).

Responsibilities

Manages and leads the Human Services Department’s (HSD) response to public disclosure requests (PDRs) pursuant to public disclosure law and City requirements.
Oversees the lifecycle of PDRs from receiving the request to releasing the records.
Tracks progress of PDRs and creates regular status reports for the Legislative & External Affairs Director.
Pulls quarterly summary reports to gauge trends and resources.
Attends regular Citywide PDO trainings and meetings and coordinates with Public Disclosure Officers at other City departments/offices, and City Attorney’s Office as needed.
Trains and supports HSD employees on record retention while serving as HSD’s public records subject matter expert.
Manages HSD’s main reception phone and email inbox and responds to inquiries or concerns in a timely manner.
Logs communications to track progress and provide regular metrics.
Department lead addressing inquiries referred from the Customer Service Bureau (CSB).
Provides general administrative and office management support for the LEA team.
Manages the LEA Director’s calendar, including scheduling meetings and coordinating appointments and other commitments, and LEA’s internal team calendar.
Supports regular LEA team meetings by developing agendas, coordinating meeting materials, taking notes, and tracking follow-up items.
Maintains organized LEA files, records, shared folders, and other administrative systems.
Tracks team deadlines, required training, and other recurring administrative requirements.
Assists with internal and external communications projects when appropriate and as capacity allows.
Traveling to offsite events in Seattle may be required.
Other duties as assigned.