Human Resources Public Records Specialist

Why It's a Great Opportunity: As a Records Specialist, you will serve as the Human Resources Department's primary Public Records Officer, managing HR records and responding to public records requests in compliance with state law, County Code, and County policy. You will gather, review, analyze, redact, and release highly confidential records—including personnel, recruitment, and investigation files—working with subject matter experts and IT to locate records while protecting confidential information. Using tools like Adobe Pro and Excel you will also oversee and organize how HR records are stored, archived, and securely destroyed, while leading the development of a department-wide records management plan that improves processes, reduces storage needs, and ensures compliance. In addition, you'll provide guidance to staff on records management practices and support requests such as personnel file reviews and employment verifications.
 
Why It's a Great Department: Pierce County Human Resources supports the workforce that supports all of Pierce County. We deliver innovative, specialized services to support a high-performing and diverse workforce. We provide guidance, support and expertise on performance management, protected leave, County policies, state law and many other topics. You’ll join a collaborative, professional, and mission-driven team committed to serving all County employees. The Human Resources department embraces a modern work environment where members of our team have flexibility and autonomy. Within the department hybrid and remote work are the norms, and we maintain a consistent, intentional focus on continuous improvement, the pursuit of excellence, and a welcoming workplace culture.

For more information about our organization, please here.

How to Be Successful in the Role: You'll be successful in this role if you're customer-focused, detail-oriented, adaptable, like solving problems and analyzing information. You'll enjoy balancing independent work with collaboration, using sound judgment to make decisions while knowing when to seek help from the Employee Support Services Manager or legal counsel to make sure we are compliant with applicable laws and regulations. Success also comes from experience handling large volumes of highly confidential records, managing competing priorities, and staying organized in a fast-paced environment. Because public records laws and records management practices continue to evolve, you'll be curious, proactive, and committed to continuously building your knowledge.

Your Future in this Role: This is a chance to expand your current skillset with a wide scope of work and future advancement opportunities. You will work under supportive leadership that develops and trains their employees. Pierce County offers professional development through robust online learning and other training opportunities throughout your career to ensure your success. This position exposes you to County wide knowledge that will set you up to multiple career growth and promotional opportunities in Pierce County to build a great career.

Core Daily Responsibilities: 

• Ensure timely, adequate and organized responses to public records requests, claims and litigation. Assure compliance with applicable laws governing the release of public records and may confer with department's management or attorney.
• Research all applicable rules and regulations concerning records retention, maintaining current knowledge of statutes and regulations pertaining to public records, presenting system change recommendations to managers and supervisors, and implementing decisions. Attend conferences, seminars, and meetings as required.
• Manage the department records management system by analyzing users needs for information, researching information technologies, and developing filing and retrieval, indexing, retention, scheduling, storage, micrographics, reprographics, processing and disposal systems for records.
• Develop and implement procedures, guidelines and controls for storage, retrieval, tracking and filing of active and inactive records. Arrange facilities, packing, labeling and transfer of records
• Coordinate and schedule purging, archival and disposal of records including records with historical value. Organize storage areas.

A classification description with a more detailed list of essential functions can be found here.

• Any equivalent combination of education and experience or demonstrated ability to perform the duties of the position may substitute for the recruiting requirements.
• Three or more years of related public sector records retention, storage, and retrieval experience required.
• Please attach a current cover letter with your application. Failure to attach this will result in an incomplete application.
• Intermediate to advanced experience Excel and Adobe Pro on a daily basis.

  Preferred Qualifications:

• Certification as a Public Records Officer (CPRO).
• Experience working with complex, multi-format records systems and electronic document management and conversion.
• Knowledge of and experience using GovQA or a similar PRR customer portal.
• Knowledge of and experience using OpenText or a similar Electronic Content Management system.
• Experience working with directly related complex, multi format records systems and electronic document management and conversion highly desired.

As a condition of employment, the applicant will need to authorize and complete a background check. Information received from the background check is reviewed case-by-case and will not necessarily remove an applicant from consideration.

To be considered for this opportunity please:

• Complete and submit a detailed online Pierce County Employment Application by selecting "APPLY" above or go to:   www.piercecountywa.gov/jobs. 
• If you have a question about this opportunity, please email the Recruitment Team at PCHRRecruit@piercecountywa.gov and specify the Job Number and Title. 
• If you do not have internet access, you may visit your local public library or any WorkSource location and use their computers.
• Individuals needing accommodation in the application, testing process or need this job announcement in an alternative format may call Human Resources at (253) 798-7480, at least two days prior to the need.  

Our Recruitment Practices: This is a competitiveand meritoriousselection process. Pierce County applications are reviewed by human hiring staff in accordance with the qualifications listed for the position.Pierce County understands applicants may use AI tools when preparing application materials. We recognize these tools can make the process easier; however, we ask that everything you submit genuinely reflects your own experience, skills, knowledge, and writing style.

During the interview process, you may be asked to demonstrate your skills, including writing and subject knowledge, and to speak to your experience in your own voice. Applicants should be prepared to respond to interview questions without relying on AI-generated responses or reading prepared answers from a screen.Anymisrepresentation may result in disqualification or separation.

Applicants whose qualifications most closely align with the County’s needs will be eligible for further consideration. Notification of application status typically occurs within two to three weeks after the closing date. Some applicants may receive short notice to participate in additional selection steps, which may include assessments, phone screens, or interviews.

Upon offer, compensation is based on a range of job-related factors, including the requirements of the role, your skills and experience, and internal pay equity.

Our Welcoming Workplace Commitment: Pierce County is committed to fostering a Welcoming Workplace where employees are supported, respected, and able to thrive. We believe a strong public workforce is representative of the community it serves and that fair and just access to opportunity strengthens public service.

Guided by the County Executive’s Forward Together mission, Pierce County works to build communities that are safe, welcoming, and connected. This same commitment shapes how we recruit, develop, and retain our employees. County employees make a direct and visible impactinthe lives of residents every day, and we invite you to join us in helping keep Pierce County a place people are proud to call home.

Salary : $33 - $41