RECORDS ADMINISTRATOR

Job Description



Overall Job Objective





































Job Title:Records Administrator
Closing Date/Time:Mon. 09/30/19 5:05 PM Pacific TimeSalary:$5,381.00 - $6,541.00 Monthly
$64,572.00 - $78,492.00 Annually
Job Type:Regular Full-timeLocation:220 4th Ave. S., Kent, Washington 






 




Do you want a job to challenge your skills, knowledge and abilities? Do you want a job assisting the public in understanding what a public record is? Do you want a job working in a supportive team environment?   This position needs a person who has: 





  • Exceptional organizational skills;


  • Ability to multi-task on several levels (daily requests; larger on-going requests; projects)


  • Aptitude to work with a small team in Clerk's Office, and a larger team throughout the city. 




If you believe this position is right for you, please submit your application to become the Records Administrator for the City of Kent!

**This full-time position is represented by the AFSCME union.  A cover letter and resume are required with your online application in order for your application to be considered complete.  Uploading your resume to auto-fill portions of the application does not automatically attach it to your application.  Incomplete applications will not be considered for this position.  Please note that you cannot attach documents to your application after it has been submitted.  If you have any questions or concerns regarding your online application, please call our office at (253) 856-5270 and we will do our best to assist you.**




An unranked eligibility list may be established at the conclusion of the selection process that would be in effect for up to 12 months.




Under the direction of the City Clerk or designee, perform advanced public records and records management duties involving City documents. The incumbent will also provide public counter coverage offering information and assistance to City staff and the public.

Work is characterized by specialized, technical and administrative duties requiring in-depth knowledge of, and coordinating the function of: (1) public records disclosure, assisting the public in accessing and obtaining records and information in compliance with City policy and the state Public Records Act, and; (2) records management duties involving official City documents, records, files and other materials; retrieve documents as requested and provide information and assistance to City staff and the public.

Work is performed under limited supervision. Supervisor sets the overall objectives and resources available. Incumbent and supervisor work together to develop the deadlines, projects, and work to be completed. Incumbent is responsible for the work; plans and carries out the assignment; resolves most conflicts that arise; coordinates work with others; and interprets policies on own initiative in terms of established objectives. Incumbent keeps Supervisor informed of progress, potentially controversial matters, or far reaching implications. Work is reviewed in terms of feasibility, compatibility with other work, or effectiveness of results.





 Essential Duties and Responsibilities:


Assists the City Clerk in receiving, logging and processing public disclosure requests, including those of a sensitive nature which may involve legal liability, in accordance with federal, state and local regulations and City policies; communicates with requestors to provide assistance on public disclosure requests, including clarifying and prioritizing elements of the requests; and determines timeframes for response and memorializing the communications in writing.
 
Assists the City Clerk in administering the state approved record retention schedules for City departments; acts as liaison between the City and state archivist for interpretation and guidance on interpreting the schedule; provides analysis, guidance, technical assistance, support, and information on all aspects of the City's departmental filing, storage and technological systems.
 
Assists the City Clerk in developing a comprehensive Public Disclosure Management Training Program and administer it; ensures City staff is kept informed of current public disclosure requirements.
 
Assists the City Clerk in developing a comprehensive Records Management Training Program and administer it; ensures City staff is kept informed of current record retention requirements.
 
Assists the City Clerk in maintaining and managing updates of the City Code, ordinances, resolutions, amendments and city council minutes.
 
Provides information and assistance to City staff, other agencies, and the public at the counter and on the telephone; answers inquiries and questions; directs or refers to appropriate personnel.
 
Provides backup support as needed in the City Clerk's office.
 
Participates in job-related committees; attends various seminars and meetings as assigned; remains current on developments in public records requests, records management and related fields.
 
Actively support the vision, mission, values and goals of the department and the City.
 
PERIPHERAL DUTIES:
 
Performs related duties as assigned.
 

 Knowledge, Skills and Abilities:


KNOWLEDGE OF:

  • State and local laws and regulations regarding public disclosure requests and the retention, release and dissemination of official records and documents


  • Records and information management policies, practices, trends, systems and techniques


  • City organization, operations, policies and objectives


  • Filing methods and systems; indexing and cross-indexing principles and techniques


  • Functions and responsibilities of the City Clerk's Office



  • SKILLED IN:

  • Effective use of interpersonal skills using tact, patience and courtesy


  • Use of alpha and numeric filing systems


  • In-person and telephone etiquette and techniques to properly assist a diverse assortment of inquiries and persons


  • Using research and analytical methods, practices and procedures to define and resolve issues


  • Use of complex computer software, including public disclosure management software



  • ABILITY TO:

  • Establish and maintain cooperative and effective working relationships with others


  • Maintain confidential files, records and reports


  • Be persuasive in selling concepts of the proper handling of public records requests and information management concepts of records and information management


  • Advise and provide technical assistance to City employees and others


  • Speak effectively in one-on-one situations and before groups of customers or employees of the organization


  • Communicate effectively both orally and in writing with all levels of management, City employees, vendors and the public


  • Evaluate department needs, and translate into current retention requirements


  • Apply and explain laws, codes, regulations, policies and procedures


  • Work independently with little supervision


  • Understand and work within scope of authority


  •  Education, Experience and Other Requirements:


    Education:   
     
    Three years college-level course work in records/information management, library science, business or related field and
     
    Experience: 
     
    Three years of increasingly responsible administrative experience, including one year of public disclosure experience.
     
    Or:             
     
    In place of the above requirements, the incumbent may possess any combination of relevant education and experience which would demonstrate the individual's knowledge, skill and ability to perform the essential duties and responsibilities listed above.

    LICENSES AND OTHER REQUIREMENTS:

  • Previous public records and records management experience working in the public sector is preferred


  • Multilingual desirable


  • Must successfully pass a Washington State Patrol background inquiry


  •  


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    Records Administrator Located At Wa, Kent - Job Post By: City Of Kent






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