Public Records Specialist (Internal Applicants Only)

King County•Seattle, WA

2d•Hybrid

About The Position

This position is open only to current employees of the King County Prosecuting Attorney's Office. Applicants must serve and pass their six-month probation period in their current position in order to be eligible to apply. The Public Records Specialist responds to public records requests directed to the King County Prosecuting Attorney's Office (PAO), providing responses in accordance with the Washington Public Records Act (PRA). This involves maintaining detailed logs, consulting with affected divisions, and seeking clarification on legal issues. The role requires conducting preliminary searches for records, ensuring records are not destroyed, coordinating with divisions to gather and copy data, and scheduling meetings. The specialist must send written responses within five business days, review and redact records, document actions, provide original metadata when necessary, and prepare a formal privilege log. They will also oversee in-person reviews, assist with litigation preparation, and train staff on public disclosure and records retention procedures. Collaboration with the public, attorneys, media, and other public disclosure officers is essential. The position requires the ability to handle sensitive and graphic case materials and a commitment to Race, Equity, and Social Justice.

Requirements

Familiarity with statutory, regulatory, and other legal requirements associated with the Public Records Act.
Familiarity with existing PAO records retention policies and procedures.
Familiarity with existing King County records retention policies and procedures.
Familiarity with criminal legal processes and files.
Strong analytical and research skills.
Strong attention to detail and organizational skills.
Excellent oral and written communication skills.
Poise, good judgment and excellent interpersonal skills.
Ability to work under unusually demanding deadlines.
Strong computer skills, including knowledge of Word, Adobe, Excel, Outlook, Onedrive.
Familiarity with metadata, in depth electronic searching and electronic redactions.
Skill in effectively working with the public, outside attorneys, and other public agencies.
Ability to handle the graphic nature of cases including homicide photos, vehicular assault/homicide, child rape cases etc.
Strong commitment to Race, Equity and Social Justice including development of personal cultural competency.
Must have served and passed their six-month probation period in their current position.

Nice To Haves

PBK and Legal Files a bonus.

Responsibilities

Respond to public records requests directed to the King County Prosecuting Attorney's Office (PAO).
Provide the PAO's responses in accordance with the Washington Public Records Act (PRA).
Keep detailed logs documenting such requests.
Consult with the affected divisions throughout the process.
Seek clarification of legal issues from the civil division.
Conduct preliminary search for records and ensure that those records potentially subject to a PRA request are not destroyed.
Coordinate with affected division to identify, gather, and copy data or provide access to records within a reasonable time.
Schedule and coordinate meetings as required.
Conduct third party notifications with regard to sensitive data.
Send written responses to the requestor within five business days of when the initial request is received and then take one of the actions required by the PRA.
Gather and review records and make necessary redactions.
Conduct a diligent search and document actions taken.
Assure that the original metadata is provided when necessary.
Decide if the original estimate of time to provide the records was accurate (and provide a new estimate if necessary).
Review the records thoroughly.
Redact parts of the records that are exempt.
Prepare a formal privilege log to include every redaction or withheld item along with a cover letter or email to the requestor.
Provide the disclosable records, keeping copies of all the records provided and the records withheld, along with all relevant correspondence and conversations with the requestor.
Oversee any in-person requestor’s reviews.
Work with assigned civil deputy to prepare for litigation if records are denied or further legal action is anticipated.
Assist the Public Records Officer with educating and training staff on proper public disclosure request and records retention procedures as needed.
Work with the public, outside attorneys, media, public agencies and other county public disclosure officers.