Public Records

4 days ago

Olympia WA United States Association of Washington Cities Full time

Association of Washington Cities (AWC) is recruiting a full-time Public Records & Office Specialist to join our dynamic and customer orientated team. 

The purpose of the position is to assist the Public Records Officer with the organization’s records management program and in processing and responds to public records requests, including but not limited to the exemptions, redactions, and appropriate documentation in accordance with Washington State Public Records Act. The position provides back-up to the administrative team, completing a wide range of administrative and office support duties for all departments and programs of the organization. 

AWC welcomes applicants from all backgrounds. We value the unique views, backgrounds, experiences, expertise, and potential of all our employees. We are committed to following our core values of collaboration, equity, innovation, integrity, and respect. 

What we offer:

  • Exceptional benefits – AWC pays 100% of medical premium for employee and 90% of the medical premium for spouse/domestic partner and child(ren) up to age 26; and 100% of dental and vision insurance 
  • Basic life insurance and disability insurance 
  • Four hours of paid vacation leave in first year of employment for every semi-monthly pay period, with generous increase in vacation hours earned thereafter 
  • Four hours of paid sick leave for every semi-monthly pay period 
  • 11 paid holidays and two floating holidays each year 
  • 401k with employer matching up to 10% of employee salary or eligible student loan payments 
  • Opportunity for outstanding performance awards and tuition assistance 
  • Employer funded HRA ($770 to $1,980 depending on dependents) 
  • Sabbatical program 
  • Staff events 
  • Training and development opportunities 
  • A workplace where you know you are providing valuable services and making a difference 

The salary range for this position is $57,785 to $72,232. The top candidate’s placement within the range will reflect education, training, and experience consistent with AWC policies. 

This position works full time in the AWC office in Olympia, WA.

What you’ll be doing 

  • Assist the Public Records Officer in processing public record requests including gathering and reviewing records to determine if they are responsive 
  • Assist the Public Records Officer in applying record redactions and creating exemption logs, when appropriate and in accordance with RCW 42.56 
  • Provide back up with public records request tracking system to ensure timely response to record requests in accordance with RCW 42.56 
  • Perform searches of electronic and hardcopy records responsive to requests, within specified criteria and under the direction of the Public Records Officer 
  • Prepare records production by converting records to formats that are accessible by the public 
  • Provide support in performing file audits to ensure compliance with records retention schedules 
  • Provide support in the management and destruction of records in accordance with the retention schedules 
  • Assist in the development of staff public records and records management trainings 
  • Copy, scan, file, and/or organize records as needed 
  • Provide back-up for front-desk coverage, as needed, by managing a multiline phone system, greeting guests 
  • Provide back-up coverage of processing mail, checks, and other documents 
  • Assist with projects related to the organization and preservation of historical documents 

What you bring to the team 

  • Two years' experience in administrative support with emphasis on document management 
  • Associate's degree or combination of education, experience and proven success in a similar role 
  • Consistently ensures work is performed without errors, maintaining a high attention to detail and accuracy 
  • Skilled at using Microsoft 365 office products, Adobe Pro, and in other proprietary systems 
  • Ability to use discretion when dealing with confidential and sensitive information 
  • Knowledge of the Washington State Public Records Act 
  • Ability to work as a member of a team and to collaborate on organizational initiatives 
  • Demonstrate strong judgement and decisiveness within the scope of established policies and procedures, ensuring adherence to standards 
  • Skilled communicator with the ability to communicate orally and in writing clear and to the point, enhancing efficiency and understanding 
  • Ability to effectively prioritize tasks, manages time, and utilizes resources to ensure work with completed on schedule 
  • Proficient knowledge of business English and letter writing, punctuation, grammar, proof reading, spelling and arithmetic 
  • Ability to model the organization’s high standards of quality customer service to all internal and external customers; represent AWC in a positive professional manner, while using tact, discretion, and courtesy 
  • Demonstrate a commitment to diversity, equity, inclusion, and belonging through continuous development, modeling inclusive behaviors, and proactive management of personal bias 
  • Protect the confidentiality, integrity, and availability of data, assets, and services through understanding of and adherence to all security and data privacy policies and practices 
  • Maintain regular and predictable attendance and punctuality 

How to apply 

Visit the AWC website to apply and view the job description. Recruitment closes on November 25, 2024, at 5 pm.

To request reasonable accommodations in the application process, please email recruiting@awcnet.org. 

AWC is looking for people who can help us achieve our mission and vision, not just check the boxes. If you’re excited about this role and interested in supporting local government, we encourage you to apply. You might just be the right candidate for this role or other roles at AWC 

All offers of employment are contingent to authorization for employment in the United States, criminal background check, reference checks, and required degree/credential verification. Information obtained from the background check will not necessarily preclude employment but may be considered. 

All AWC employees must work in Washington state, unless explicitly preapproved by the CEO to work in Oregon or Idaho. 

AWC is an Equal Opportunity Employer and values diversity on our team. Applicants are considered for positions without regard to race, color, religion, creed, sex, sexual orientation, national origin, ancestry, age, perceived or actual physical or mental disability, genetic information, marital status, veteran status, gender identity or expression, as required by federal, state, and local laws. 

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