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Records Management Specialist
2 months ago
The City of Burien is dedicated to fostering an inclusive environment that promotes equity and justice for all individuals, regardless of their background. We are committed to building a diverse workforce that reflects the community we serve.
Role Summary
Under the supervision of the City Clerk, the Records Management Specialist is responsible for the establishment, execution, and oversight of the records and information management system, encompassing both digital and physical records. This role ensures adherence to confidentiality, compliance, and the systematic management of records retention, storage, tracking, imaging, and disposal in accordance with applicable laws and regulations. The Records Management Specialist may also assist with duties assigned to the City Clerk, including support for city council meetings, public notice postings, and responding to public records inquiries.
Key Responsibilities
- Facilitate the intake of records and assist various departments in identifying appropriate Records Series and retention schedules as per the State Retention Schedule for Local Governments.
- Oversee electronic information management systems to comply with state regulations, ensuring long-term accessibility or proper destruction of digital records; establish citywide standards for electronic documentation, including formats, metadata, and naming conventions.
- Coordinate both on-site and off-site records storage, managing the accession and retrieval of records.
- Assist in the development of written procedures for comprehensive records management across the city.
- Recommend and implement enhancements to the city's records storage and management practices.
- Support project management, planning, program analysis, and the execution of records management processes and protocols.
- Develop and enforce procedures, guidelines, and controls for the organization, retrieval, tracking, and filing of both active and inactive records, ensuring compliance with the Local Government Common Records Retention Schedule.
- Provide training to city personnel on public records laws, retention schedules, and effective records maintenance within the Electronic Content Management System.
- Assist the Public Records Officer in obtaining City Records as required.
- Process and respond to public records requests in accordance with relevant legislation.
- Conduct file management tasks to ensure adherence to public records retention schedules.
- Offer ongoing consultation, training, and guidance to other departments regarding records retention policies and related city regulations.
- Collaborate closely with the Information Services Division to manage the retention, production, and disposal of electronic records.
- Establish and maintain positive working relationships with colleagues, other city employees, and the public, employing principles of excellent customer service.
- Coordinate Special Event Permits, collaborating with city staff and event organizers to ensure timely review and issuance of permits.
- Perform administrative tasks as assigned within the department.
- Record legal documents at the County Recorder's Office as necessary.
- Update web content for the City Clerk's Office as required.
- Assist the City Clerk during bid openings as needed.
- Support the setup of meeting rooms for various events.
- Provide backup support at the front desk.
- Offer notary public services as required.
Preferred qualifications include an Associate's degree and three years of progressively responsible experience in administrative or municipal records management or a related field.
