Public Records Specialist

Spokane County•Village of Fonda, NY

1d•Onsite

About The Position

This position supports the Spokane County Public Records Officer (PRO) and/or department assigned to in the oversight, management and coordination of public records requests and public disclosure functions, including response to all public records requests directed to the Department. Ensures timely and appropriate disclosure of records, in compliance with the Washington State Public Records Act. The incumbent acts and is consistent with legal and policy mandates for County departments and offices. The position allocated to this class works under the general direction of the PRO or department assigned to, serving as a central point of contact, coordinating and responding to complex and sensitive public records request, as well as providing assistance to all departments and offices of Spokane County government in their response to similar requests (as assigned). Work requires specialized technical knowledge and independent judgment in performance of job duties.

Requirements

Associate’s degree from an accredited college or university in Paralegal Studies or a related field.
Two (2) years of experience performing extensive research duties, data collection and analysis, and the organization/maintenance of electronic records.
An equivalent combination of education and/or experience may be considered.
Must complete Public Records Act training within four (4) weeks of hire.
Must obtain CJIS and CPRO access within a specific timeframe to be determined by Management.
Successful completion of a background check meeting criteria for a security sensitive position.
Knowledge of Federal, state and local laws, rules and regulations related to public records disclosure and retention schedules.
Knowledge of principles and practices of public records disclosure.
Knowledge of research methods.
Knowledge of electronic records management.
Knowledge of effective methods and principles of customer service.
Knowledge of principles and practices of group facilitation for training.
Skilled in communicating effectively both orally and in writing, sufficient to exchange or convey information and to give and receive work direction.
Skilled in establishing and maintaining effective working relationships with internal and external customers.
Skilled in the use of personal computers and related software.
Skilled in presentations and instruction to adults.
Ability to read, review and interpret a wide variety of records and documents for the purposes of evaluation for public disclosure.
Ability to research and interpret related RCWs, WACs, federal regulations and case law.
Ability to work independently and accurately, managing multiple priorities and competing deadlines.
Ability to exercise sound judgment and thorough knowledge of state regulations and county policies, procedures, etc.
Ability to maintain strict confidentiality of sensitive documents, records and information.
Ability to develop and maintain effective and efficient electronic records management systems.
Ability to learn and use related computer programs.
Ability to organize large volumes of records and documents.
Ability to maintain accurate documentation (logging of receipt, exemptions, etc.) in compliance with the Public Records Act

Responsibilities

Receives, reviews and logs all verbal and/or written public records requests sent to the Public Records Office and/or department assigned to.
Identifies and assigns requests to the appropriate lead department and contributing department(s).
May coordinate request when multiple departments have responses.
May take the lead on record compilation and response, where appropriate.
Assesses scope, processes and responds within required time constraints to all public records requests received by the Department.
Locates and gathers large volumes of records; reviews collected records to ensure they are responsive and complete; makes independent and accurate determinations regarding application of statutory exemptions; creates documentation substantiating application of statutory exemptions; discloses public records consistent with legal and policy mandates.
Researches, analyzes and interprets relevant RCWs, WACs, federal regulations and case law regarding public disclosure.
Serves as a subject matter expert, providing consultation and expert advice to County staff, elected officials and department heads.
Performs redaction of information contained within public records that is exempt from disclosure.
Creates exemption logs citing the reasons for and statues relied upon when redacting or withholding exempt information.
Consults and coordinates with the PRO and/or legal counsel regarding public disclosure.
Provides input to the PRO regarding the development and/or revision of practices and procedures to ensure countywide efficiency, consistency and best practices in responding to public records requests.
Designs, updates and maintains files, forms, logs and tracking systems used in the record search and response process.
Develops effective working relationships with requestors and provides timely responses; communicates with requestors regarding the status of request(s) from time of receipt to fulfillment of response.
Corresponds in accordance with the Public Records Act and County policies and procedures.
Serves as a point of contact for the public, assisting in accessing information and records; fosters cooperative relationships; exhibits and supports a positive culture of transparency.
Resolves issues and concerns
Preserves confidentiality and integrity of sensitive records.
Remains current on legislative and case law affecting records management, public disclosure and public records requests; communicates updates to County Employees.
Develops and conducts public disclosure and records retention training for County staff, department heads and elected officials.
May perform various administrative functions, including managing training records, making travel and training reservations, etc.
Performs other related duties as required/assigned.
Prepares standard and complex agreements, resolutions, notices, motions and orders, for review by attorneys.
Prepares answers to complaints, interrogatories, exhibits, and other legal pleadings and documents.
Responds to Client's concerns by maintaining working knowledge of assigned DPA's pending cases.
Reviews legal documents and/or pleadings using Westlaw.
Check accuracy of all statutes/ordinances used and cited to ensure they have not been repealed and/or modified.