Records Specialist

City of Vancouver

3d • $5,481 - $7,006 • Hybrid

About The Position

The City of Vancouver is seeking a dedicated and service-oriented Records Specialist to help advance our commitment to transparency, accountability, and public trust. In this role, you will play a vital part in ensuring that public records are accessible, accurate, and managed in accordance with legal requirements, making the process of obtaining public records as easy and efficient as possible for our community. The primary responsibilities for the Records Specialist position are to perform a variety of clerical tasks in the processing and maintenance of city records, including determining the immediate and eventual placement and disposition of records. Ensure quality control of records data and review the work of city staff. Collect, record, transcribe, redact, maintain, edit and retrieve confidential data and information. Coordinate, organize, and/or process public disclosure requests received for various city departments. Responsible for processing public disclosure/public records requests submitted to the City of Vancouver. Working with the rest of the records department, assist with the intake, review, processing and management of records of the City of Vancouver.

Requirements

• Four (4) years of related experience in records management, including the review and redaction of public disclosure request documents
• Equivalent to a HS Diploma/GED
• Intermediate skills in Adobe Pro or other redaction software.
• Intermediate skills in Microsoft Word, Excel, Outlook, and PowerPoint.
• Knowledge Records management systems, techniques, technology, and business automation systems.
• Applicable federal, state and local laws, codes, regulations, policies and procedures that pertain to public records, records retention, and public disclosure
• Public safety and legal definitions and terminology
• Modern office procedures, methods and computer equipment
• Use of personal computers and basic software
• Read, interpret, apply and explain codes, rules, regulations, policies and procedures
• Operate a personal computer and appropriate software
• Work in a manner consistent with the City of Vancouver’s Operating Principles
• Work and act as a team player in all interactions with other City employees
• Provide a high level of customer service at all times
• Project and maintain a positive image with those contacted in the course of work
• Develop and maintain collaborative and respectful working relationships with team members and others
• Consistently provide quality service
• Maintain regular and dependable attendance
• Demonstrate a commitment to valuing differences among people and to being inclusive
• Show the utmost respect for others, and act as a team player.
• Promote safety as a guiding principle and a regular practice in accomplishing work by focusing on safe practices and complying with safety and health policies and procedures.
• Recognize unsafe conditions which may be hazardous to an employee or to the public.
• Works in safe and responsible manner; not putting self or others at risk.
• Complies with applicable policies and procedures including but not limited to using personal protective equipment, observing warning signs, learning about potential hazards, and reporting all unsafe conditions.
• This position is subject to successful completion of a pre-employment reference check and a basic criminal background check.

Nice To Haves

• Experience with public records tracking software, electronic document management software, and email review software, preferably Discovery Accelerator, is highly desired.

Responsibilities

• Enter, track, and respond to public disclosure requests.
• Perform research for internal and external customers; respond to the requestor; review emails within the e-Discovery system for any potential exemptions for legal review, and advise coordinators on a response.
• Track statistics for management.
• Assist departments in determining how to optimize the management of their records.
• Create cover sheets to prepare for scanning documents into the record management system.
• Review files using the department’s business processes and state retention guidelines, and organize documents for scanning.
• Participate in the city’s digitization project.
• Enter, update, and maintain records.
• Assist in setting priorities and ensuring the quality of work product.
• Train less experienced staff in processes and procedures.
• Work closely with departments to determine best business processes for the systematic preservation of the total life cycle of their records retention schedules as required by state statute.
• Educate and train city staff on policies, processes, and procedures for records management and public records disclosure.
• Coordinate activities with the state archives such as transferring historical documentation or seeking clarification on records series.
• Add new record series to retention guidelines.
• Assist with fulfilling the Fire Department’s public disclosure requests for fire incidents, fire investigations, EMS reports, hazardous material incidents, chemical storage, and inspection reports.
• Custodian of official hard copy city records and public documents.
• Act as a liaison between city and state offices for transferring documentation or obtaining guidance on statutory requirements.
• Track City Council documentation such as staff reports, ordinances, etc.
• Prepare documents for scanning into the document management repository.
• Codify and post the Vancouver Municipal Code to the city’s website.
• Prepare administrative memoranda corrections for the City Attorney and City Clerk when errors have been made in the creation of an adopted ordinance.
• Perform other duties and responsibilities as assigned.

Benefits

• Competitive salaries
• Benefits and work environment support and encourage a healthy, balanced lifestyle and ongoing development and learning opportunities.

What This Job Offers

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