What are the responsibilities and job description for the Public Information & Records Specialist - Civil Service position at Snohomish County, WA?
Description
BASIC FUNCTION
To administer the Department’s comprehensive data, information, and records management program in compliance with state laws, regulations and good business practices; to manage, process and track public records requests; to oversee and maintain the department’s electronic data management system.
Job Duties
STATEMENT OF ESSENTIAL JOB DUTIES
Associate’s degree; AND two (2) years of experience responding to or coordinating responses to public records act requests per Washington State Public Records Act (RCW 42.56); or any combination of experience, education and/or training that provides the required knowledge, skills and abilities to perform the work. High School diploma or G.E.D. certificate. Must be a United States citizen, a lawful permanent resident, or a deferred action for childhood arrival (DACA) recipient as per RCW 41.14.100. Must pass job related tests.
Special Requirements
Candidates must successfully pass a criminal history background investigation, a polygraph examination, a psychological evaluation, and pre-employment drug screening. A pre-employment physical examination may be required for employment. Candidate must be at least 18 years old at the time of application. No maximum age.
Additional Information
Knowledge And Abilities
Knowledge of:
The employee reports to a work group lead or supervisor as assigned and may lead the work of other employees. Work is performed with considerable independence and is reviewed through status reports and meetings.
WORKING CONDITIONS
The work may be performed in a maximum security detention facility. The employee may be required to work various shift assignments including weekends, nights and holidays. May be required to lift items weighing approximately thirty (30) pounds. May sit at a computer 2 hours a day.
Snohomish County is an Equal Employment Opportunity (EEO) employer.
Accommodations for individuals with disabilities are provided upon request.
EEO policy and ADA notice
Snohomish County offers a comprehensive benefits package to employees that receive a regular appointment who work at least 20 hours a week.
County Benefits
Visit www.snohomishcountywa.gov/Benefits to learn more about the following benefits.
01
Following are a series of supplemental questions designed to assess your job-related experience and qualifications. Please note that as part of the screening process your responses will be reviewed in conjunction with your general online application. The employment history and education detailed in your general application must validate/support your responses to the supplemental questions. If your responses cannot be validated, you will not proceed to the next steps of the review/selection process. A resume may be submitted, but it will not substitute for the general online application or supplemental questions; responses such as "see resume" or "see application" will not be considered. Do you agree to answer each question truthfully and that your responses can be supported by your general application/work history and by your references?
Are you United States Citizen, a Lawful Permanent Resident, or a Deferred Action for Childhood Arrival (DACA) recipient?
Which of the following statements best describes your education?
Which of the following statements best describe your experience responding to or coordinating responses to public records act requests per Washington State Public Records Act (RCW 42.56)?
Briefly describe where you obtained your experience in question #4.
06
Which of the following statements best describe your years of experience organizing, maintaining and retrieving information through the utilization of a computer data base?
Which of the following statements best describe your years of experience analyzing documents, records, or other information pertaining to a request for records to determine relevance and responsiveness?
Which of the following statements best describe your years of experience redacting public records and creating exemption logs?
Are you 18 years of age or older?
This position is a full-time position that is staffed 7 days a week, including holidays, and you may be required to work weekends, holidays and evenings. Are you willing to accept this type of shift?
This position will require you to undergo a number of pre-employment examinations including but not limited to a comprehensive background investigation, polygraph examination, a psychological evaluation, and pre-employment drug screening. If selected to move forward in this process, do you agree to these special requirements as documented in the job description?
Is all the information you've provided in this questionnaire true and accurate to the best of your knowledge? Do you understand that this information will be verified, and that any misstatement will result in removal from the eligibility list and/or the position if already hired?
BASIC FUNCTION
To administer the Department’s comprehensive data, information, and records management program in compliance with state laws, regulations and good business practices; to manage, process and track public records requests; to oversee and maintain the department’s electronic data management system.
Job Duties
STATEMENT OF ESSENTIAL JOB DUTIES
- Administers the public records request system; processes and tracks requests received; coordinates search and internal review of relevant records; prepares required redaction logs and letters; coordinates with other departments, the Public Records Officer and with the Prosecutor’s Office when required; monitor’s departmental compliance with RCW 42.56, Public Records Act.
- Administers the department's paper and electronic records management program by analyzing users’ needs for information and facilitating appropriate records processing, filing, in¬dexing, retrieval, retention, storage and disposal.
- Develops short and long range goals for the department's paper and electronic records management program; establishes, implements, evaluates, and re¬vises work plans.
- Provides training and guidance to staff regarding record retention schedules, processing records for inactive storage or disposal, public records requests, and data management.
- Administers departmental records retention schedules and guidelines; coordinates with the State archives as required and necessary; monitors bureau wide compliance.
- Provides departmental records and data collection support for litigation as directed; assists the Prosecutor’s office by coordinating collection of information, data and records.
- Develops, implements and maintains procedures, guidelines and controls for storage, retrieval, re-filing and tracking of inactive records; arranges facilities, packing, labeling and transfer of records.
- Coordinates with the County’s Imaging Unit as needed, to facilitate the conversion of documents to electronic media.
- Assists internal and external users of department information and data resources by retrieving, researching, reproducing, and re-filing documents and reference materials.
- Identifies department's essential records and determines appropriate measures to provide protection; arranges for filming, scanning or other measures to protect essential re¬cords and secure backup copies.
- Maintains contact with requesters including, but not limited to, telephone and email communication, retrieving and answering voicemails and disseminating to appropriate parties, and in-person contact with requesters.
- Advises managers and staff on various records management related ac¬tivities and issues, such as: files management; equipment use; new technology; records laws and regulations; or pub¬lic disclosure requirements.
- Performs other duties as assigned.
Associate’s degree; AND two (2) years of experience responding to or coordinating responses to public records act requests per Washington State Public Records Act (RCW 42.56); or any combination of experience, education and/or training that provides the required knowledge, skills and abilities to perform the work. High School diploma or G.E.D. certificate. Must be a United States citizen, a lawful permanent resident, or a deferred action for childhood arrival (DACA) recipient as per RCW 41.14.100. Must pass job related tests.
Special Requirements
Candidates must successfully pass a criminal history background investigation, a polygraph examination, a psychological evaluation, and pre-employment drug screening. A pre-employment physical examination may be required for employment. Candidate must be at least 18 years old at the time of application. No maximum age.
Additional Information
Knowledge And Abilities
Knowledge of:
- Public Records Act (RCW 42.56)
- comprehensive records management systems
- general business records and processes
- state laws and regulations regarding management of records
- micrographics, scanning, imaging and reprographic processes and techniques
- electronic records management
- Analyze and develop appropriate systems for records management
- communicate effectively both orally and in writing
- effectively operate office computer and use appropriate application programs
- establish effective working relationships with County staff, State agencies and the public
The employee reports to a work group lead or supervisor as assigned and may lead the work of other employees. Work is performed with considerable independence and is reviewed through status reports and meetings.
WORKING CONDITIONS
The work may be performed in a maximum security detention facility. The employee may be required to work various shift assignments including weekends, nights and holidays. May be required to lift items weighing approximately thirty (30) pounds. May sit at a computer 2 hours a day.
Snohomish County is an Equal Employment Opportunity (EEO) employer.
Accommodations for individuals with disabilities are provided upon request.
EEO policy and ADA notice
Snohomish County offers a comprehensive benefits package to employees that receive a regular appointment who work at least 20 hours a week.
County Benefits
Visit www.snohomishcountywa.gov/Benefits to learn more about the following benefits.
- Medical Insurance
- Vision Insurance
- Dental Insurance
- Retirement
- Basic Group Term Life Insurance/ Accidental Death and Dismemberment (AD&D) Insurance
- Long Term Disability (LTD)
- Commuting Benefits
- Employee Assistance Program (EAP)
- Partners for Health Employee Wellness Program
- Leave & Holidays
- Deferred Compensation 457(b)
- Supplemental Group Term Life Insurance
- Additional Accidental Death and Dismemberment Insurance (AD&D)
- Flexible Spending Accounts (FSA)
- Supplemental Individual Insurance Policies
- Regular full-time employees: If you work 35 or more hours per week, you will pay these monthly premiums for medical insurance. The County pays the monthly premiums for vision, dental, and basic life insurance.
- Regular part-time employees: If you work between 20 and 34 hours per week, you will pay pro-rated monthly premiums for medical, dental, vision, and basic life insurance. The County's contribution toward the premium for an employee in a regular part-time appointment will be pro-rated in an amount equal to the F.T.E. percentage the employee is assigned.
01
Following are a series of supplemental questions designed to assess your job-related experience and qualifications. Please note that as part of the screening process your responses will be reviewed in conjunction with your general online application. The employment history and education detailed in your general application must validate/support your responses to the supplemental questions. If your responses cannot be validated, you will not proceed to the next steps of the review/selection process. A resume may be submitted, but it will not substitute for the general online application or supplemental questions; responses such as "see resume" or "see application" will not be considered. Do you agree to answer each question truthfully and that your responses can be supported by your general application/work history and by your references?
- Yes
- No
Are you United States Citizen, a Lawful Permanent Resident, or a Deferred Action for Childhood Arrival (DACA) recipient?
- Yes, United States Citizen
- Yes, Legal Permanent Resident
- Yes, DACA Recipient
- No
Which of the following statements best describes your education?
- High school diploma or GED
- Associates degree
- Bachelors degree
- Master degree
- Other
Which of the following statements best describe your experience responding to or coordinating responses to public records act requests per Washington State Public Records Act (RCW 42.56)?
- No experience to less than 1 year
- 1 year to less than 2 years
- 2 years to less than 3 years
- 3 years to less than 5 years
- 5 or more years
Briefly describe where you obtained your experience in question #4.
06
Which of the following statements best describe your years of experience organizing, maintaining and retrieving information through the utilization of a computer data base?
- No experience to less than 1 year
- 1 year to less than 2 years
- 2 years to less than 3 years
- 3 years to less than 5 years
- 5 or more years
Which of the following statements best describe your years of experience analyzing documents, records, or other information pertaining to a request for records to determine relevance and responsiveness?
- No experience to less than 1 year
- 1 year to less than 2 years
- 2 years to less than 3 years
- 3 years to less than 5 years
- 5 or more years
Which of the following statements best describe your years of experience redacting public records and creating exemption logs?
- No experience to less than 1 year
- 1 year to less than 2 years
- 2 years to less than 3 years
- 3 years to less than 5 years
- 5 or more years
Are you 18 years of age or older?
- Yes
- No
This position is a full-time position that is staffed 7 days a week, including holidays, and you may be required to work weekends, holidays and evenings. Are you willing to accept this type of shift?
- Yes
- No
This position will require you to undergo a number of pre-employment examinations including but not limited to a comprehensive background investigation, polygraph examination, a psychological evaluation, and pre-employment drug screening. If selected to move forward in this process, do you agree to these special requirements as documented in the job description?
- Yes
- No
Is all the information you've provided in this questionnaire true and accurate to the best of your knowledge? Do you understand that this information will be verified, and that any misstatement will result in removal from the eligibility list and/or the position if already hired?
- Yes
- No
- Required Question
