Administrative Assistant - Public Records

Position Objective

The position of Administrative Assistant – Public Records, is done for the purpose of supporting the public records function of the District.

Commitment To Equity

The Bellevue School District is committed to a diverse workforce representative of our students, one that embraces and models cultural competency as an international community.

DUTIES & RESPONSIBILITIES: (These duties are a representative sample; position assignments may vary.)

• Serves as the secondary point of contact for public records requests
• Receives, logs, and tracks new public records requests using GovQA software
• Maintains accurate records of communications, timelines, and actions taken
• Identifies staff who may have records responsive to requests and coordinates record retrieval
• Manages deadlines for complicated/multi-installment requests, including setting calendar due dates and progress updates
• Reviews, redacts, and prepares records for release
• Constructs and completes thorough, appropriately documented record searches
• Maintains legal compliance with PRA and FERPA requirements
• Exercises independent judgment in determining exemptions and timelines
• Identifies issues that require legal input for complex, sensitive, or high-risk requests
• Monitors the public records inbox and runs daily all-District checks for requests sent to staff
• Coordinates with departments, schools, and individual records custodians to identify, collect, review, redact, and produce responsive records
• Provides assistance to requestors, including clarifying requests and explaining processes and procedures
• Collaborates with administrators, school staff, and legal affairs team members to ensure compliance with complex requests
• Maintains a service-oriented approach to requestors, many of whom may be difficult or aggressive; ability to diffuse conflict and set boundaries as necessary
• Ensure strict compliance with laws governing exempt materials under PRA, FERPA, etc.
• Performs other job-related duties as assigned.
  
  

Reporting Relationships

• Reports directly to and is supervised by the Public Records Officer
  
  

Required

EDUCATION & EXPERIENCE (positions in this class typically require):

• High school diploma or equivalent
• Three years’ experience in administrative support or office management
  
  

Preferred

• Experience working in a legal, municipal, or records management setting
  
  

Allowable Substitutions

• Experience supporting compliance processes, handling confidential information, or managing high-volume administrative workflows
  
  

LICENSING REQUIREMENTS (positions In This Class Typically Require)

• None
  
  

KNOWLEDGE (position Requirements At Entry)

• Knowledge of the Washington PRA or ability to learn quickly
• Possesses exceptional organizational skills
• Demonstrates working knowledge of Microsoft 365 products
• Excellent written and verbal communication skills
• Dependable, organized, consistent
  
  

SKILLS (position Requirements At Entry)

• Exercises independent judgment in determining exemptions and timelines
• Demonstrates effective use of the following systems: GovQA (request tracking), Veritone (video redaction), Barracuda, Premiere Pro, etc.
• Manages complex, high-volume requests with accuracy
• Remains flexible when priorities or tasks shift
• Focuses on large-scale redaction projects with close attention to detail
• Maintains strict confidentiality as required
• Demonstrates customer service skills with a focus on timely and clear communication both verbally and in writing
• Possesses ability to diffuse conflict and set boundaries as necessary
• Complies with best practices outlined by the Attorney General’s office and case law
• Demonstrates multicultural sensitivity with the ability to effectively and collaboratively work with diverse populations
• Ability to perform all duties in accordance with all applicable Board policies and district and legal requirements
• Ability to meet and maintain punctuality and attendance expectations
  
  

Physical Requirements

Positions in this class typically require: stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, finger dexterity, grasping, talking, hearing, seeing, and repetitive motions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Incumbents may be subjected to moving mechanical parts, odors, chemicals, extreme temperatures, inadequate lighting, workspace restrictions, and intense noises.

Conditions Of Employment

AISP pay grade D $ 32.09 to $ 34.04/hour (starting hourly rate $ 32.09) based on negotiated collective bargaining agreement, 40 hours/week and a 260-day annual assignment. Medical, dental, vision, long-term disability, and life-insurance eligibility is based upon 630 hours worked within a school year. Retirement provided through Washington State Department of Retirement Systems.

Note

The above job description is intended to represent only the key areas of responsibilities for this position. Specific duties and position assignments may vary depending on the operational needs of the department.

Verification of identity and authorization to work in the United States must be completed. The District does not currently provide visa sponsorship. All offers of employment are contingent upon satisfactory results of background checks with prior employers/professional references; satisfactory outcome of a criminal history background check (includes fingerprinting); satisfactory outcome of sexual misconduct information from prior school district employers; and approval by the Bellevue School Board.

Bellevue School District Does Not Discriminate In Any Programs Or Activities On The Basis Of Sex, Race, Ethnicity, Creed, Religion, Color, National Origin, Age, Honorably Discharged Veteran Or Military Status, Sexual Orientation, Gender Expression, Gender Identity, Homelessness, Immigration Or Citizenship Status, The Presence Of Any Sensory, Mental, Or Physical Disability, Neurodivergence, Or The Use Of a Trained Dog Guide Or Service Animal And Provides Equal Access To The Boy Scouts Of America And Other Designated Youth Groups. The Following Employees Have Been Designated To Handle Questions And Complaints Of Alleged Discrimination

Civil Rights, Racial Discrimination, and Gender Expression or Identity Discrimination: Civil Rights/Nondiscrimination Compliance Coordinator Nancy Pham, (425) 456-4040 or phamn@bsd405.org.

Sex-based Discrimination, including Sexual Harassment: Title IX Coordinator: Jeff Lowell, (425) 456-4010 or lowellj@bsd405.org.

Disability Discrimination

Section 504/ADA Coordinator: Kerince Bowen, (425) 456-4168 or bowenk@bsd405.org

Mailing address for all three: 12111 NE 1st Street, Bellevue, WA 98005.

Members of the public with disabilities who have specific concerns about the effectiveness of the District’s communications to them should contact Janine Thorn, Chief Communications and Engagement Officer, at 425-456-4000 or thornj@bsd405.org.