Public Records Deputy - Sheriff's Office

JOB

The Public Records Deputy is responsible for managing and coordinating public records requests for the Sheriff’s Office in compliance with the Washington Public Records Act (RCW 42.56), Clallam County Code, and County policies. This position performs detailed records review, legal analysis, redaction of exempt information, and release of records while safeguarding confidential and sensitive information. The role requires interpreting complex records requests, coordinating with legal counsel, county departments, and outside agencies, and maintaining accurate documentation throughout the disclosure process. The Public Records Deputy regularly reviews law enforcement, inmate, and medical records that may contain graphic or disturbing content and must exercise sound judgment when applying legal exemptions and redactions. Successful candidates will possess strong analytical, organizational, and communication skills, the ability to manage multiple requests and deadlines, and expertise in records management, retention requirements, and specialized records software.

EXAMPLE OF DUTIES

• Independently analyze and interpret scope of public records requests
• Receive and interpret records requests, refer inmate file or medical records requests appropriately, and coordinate collection, review and release of responsive records in accordance with state law and county policy
• Closely review records for responsiveness and exemptions in compliance with the Public Records Act, other local and federal statutes, and countywide departmental procedures
• Determine scope of redactions allowed by state law on exempted information, apply redactions on records for release, and generate exemption log or redaction log
• Maintain familiarity with both common and unique exemptions required for different requests, requestors, or record format.
• Keep complete and orderly files and documentation of disclosure activities from time request is opened until completion
• Understand county retention schedules and maintain files in compliance with those schedules
• Communicate with Public Records Specialists (PRS), legal counsel, and various agencies or third parties
• Respond to and communicate with requestors in writing or verbally; seek clarification on unclear or large requests, payment for copies, and assistance with linked files, as well as any other public related offerings
• Coordinate with the Public Records Officer and/or the Prosecuting Attorney’s Office to reasonably interpret complex records requests and due dates, as well as maintain the ‘sanctity’ of confidential information
• Review requests to determine which divisions and/or locations may have responsive records. Coordinate responses with the Public Records Specialists in each department or section.
• Review all types of records handled by all divisions of the Clallam County Sheriff’s Office. Some of these records may contain graphic images and potentially disturbing information
• Work directly with the public regarding clarifications, payment for copies, and assistance with linked files, as well as any other public related offerings
• Seek out applicable training to stay current on available resources and legal updates affecting records releases.
• Obtain and maintain expertise in software necessary for records storage, transmittal, reporting, or redaction of varied records formats including audio or video recordings.
• Duties as assigned

SUPPLEMENTAL INFORMATION Requires knowledge of the field of assignment sufficient to perform thoroughly and accurately the full scope of responsibility as illustrated by examples in the above job description.

Education
Associate’s degree (AA) or equivalent from an accredited college or university with major course work in Office Management, Public Administration, or a closely related field, or any combination of education, training and work experience, which demonstrates the incumbent is otherwise fully qualified.

Training
Certified as a Public Records Officer by the Washington State Association of Public Records Officials within four years of hire.

Experience
Minimum of 3 years’ experience in the clerical field or related area specializing in records retention and/or public records: or any other combinations of education and experience will be evaluated on an individual basis.

BEFORE SUBMITTING ONLINE APPLICATON:
Please complete and attach to your application before submittal (these forms are REQUIRED):

• Disqualifier for Deputy Sheriff and Corrections Deputy
• Civil Service Commission Application for Examination

For a complete copy of the job description - click HERE