Public Records Specialist

2323 E. Farwell Rd
Mead, WA 99021

Human Resources
509-465-6010
Fax: 509-465-7680
www.mead354.org http://www.mead354.org

June 3, 2024

Public Records Specialist
4 hours per day
12-month position - 260 days per year

Open until filled

JOB DESCRIPTION:

Under the guidance of the Public Information Officer, perform a variety of complex tasks for all aspects of public disclosure and records management, This position also provides support to our Public Information Officer and projects that connect our schools, families, and community.

RESPONSIBILITIES:
Receive, process, and respond to requests for public records in compliance with the PRA, RCW 42.56 and other state and federal laws.
Serve as the point of contact for records management questions.
Respond to public disclosure requests within five business days, and meet self-imposed deadlines to provide records or follow up with requesters.
When needed, proactively clarify with requestors to ensure they receive the records they are looking for and that employees are not retrieving unnecessary documents.
Coordinate with staff to gather records responsive to requests and respond to inquiries from staff regarding public disclosure and records management processes and policy
Use appropriate technology and thoughtful search terms to retrieve email records from the agency's email archive using Discovery Accelerator.
Document search processes used in processing Public Records Requests
Examine documents carefully and thoroughly to identify and assemble responsive records
Identify and apply appropriate exemptions and/or redactions to responsive records.
Create and maintain withholding indexes for public records requests.
Prepare records for release identifying and applying appropriate charges for the records to be released.
Provide notification to third parties when appropriate.
Maintain a complete, accurate record of all public disclosure requests including the original request, all communications regarding it, response dates, and any records provided or withheld.
Maintain knowledge of changes in law and legislation regarding records management and public information requests; update staff in response to changes.
Ensure compliance with state law in the proper and legal management of public records consulting with legal counsel as necessary.
Perform file management functions to ensure compliance with public records retention schedules
Maintain membership in Washington Association of Public Records Officers (WAPRO) and attend annual WAPRO training.
Provide regular and ongoing consultation, training, and direction to other departments on the requirements of the Public Records Act, records retention policies, and related District policies.
Serve as a resource to the Mead School District community; research and respond to inquiries.
Provide administrative support to assist in maintaining the district's web site.
Provide support to the Public Information Officer as needed.
Maintain a helpful, positive, optimistic demeanor during all interpersonal and telephone encounters.
Performs other duties as assigned
QUALIFICATIONS:
High level of attention to detail, initiative and the ability to complete work in an accurate and timely manner
Possess excellent computer software skills (e.g., Word, Access, Excel, Adobe Acrobat, and search software, etc.).
Ability to manage confidential records and follow retention schedules.
Superior grammar, punctuation, spelling, writing, and proofreading skills.
Ability to prioritize work and multi-task effectively
Strong organizational skills and the ability to work well under pressure and to meet deadlines
Ability to communicate information and ideas in writing so others will understand
Ability to maintain a high level of confidentiality
Must be team oriented but also able to work independently
High level of interpersonal skills to handle sensitive and confidential situations and documentation
Knowledge of principles and processes for providing customer service and demonstrated ability to work in a positive manner with staff and patrons
PREFERRED QUALIFICATIONS:
Three years of recent successful experience in public records management, preparation and organization of complex and vital materials.
Public Records Officer certification.
Paralegal experience.
Familiarity with email archive and redaction software.
Knowledge of state and federal Public Records laws preferred
TERMS OF EMPLOYMENT and Salary Placement:
As outlined by the Policies and Procedures of Mead School District. Mead policies and Procedures can be accessed online at https://www.mead354.org/about-us/board-of-directors/board-policies https://www.mead354.org/about-us/board-of-directors/board-policies

The salary range for the position is: Min $26.94 - Max $30.34.

Salary placement will be at step 1 on the appropriate scale for the position. Previous relevant experience may result in higher step placement within the posted range.

A typical work year consists of 260 days which includes 13 paid holidays. The individual number of days may vary by position as posted.

Employees working less than 260 days will receive holiday pay for the scheduled holidays within the months worked. Each employee shall accumulate twelve (12) days of sick leave per year. An employee employed less than a full work year shall be entitled to a proportionate part of the sick leave allowance.

A maximum of three (3) days of annual leave are provided for all employees based on the employee's scheduled employment hours per day to be used for an absence during work hours. Unused Annual Leave is cashed out every July. Full-Time Employees working year-round (260 days) shall accumulate up to 25 Days (200 hours) of vacation annually.

Up to 40 hours may be cashed out annually in July if the balance is above 240 hours. Balances over 280 hours as of July 1 will be forfeited prior to the new year's accrual.

Employees anticipated to work more than 630 hours per year will be eligible for Benefits through the School Employees Benefits Board (SEBB) Standard benefits include Medical, Dental, Vision, Life Insurance, and Long-Term Disability. Positions anticipated to work 70 hours or more per month for at least 5 months over a 12-month period are eligible for Retirement through the State Department of Retirement Services.

APPLICATION:

All applicants interested in this position, must apply for this posting through a link to our online applicant system, Talent Ed Recruit and Hire, found on our website at www.mead354.org. Upload the required documents to your application.

Below is a list of required materials. If you have questions regarding this process, you may contact Stacey Vivit at the District Administration Building or email stacey.vivit@mead354.org. The application, along with all required documents must be complete.

This position is open until filled. Incomplete applications will not be considered.

Required Documents for a Complete Application
Your Resume
Your Letter of Interest, which speaks specifically to your abilities and qualifications for this position
Three (3) letters of recommendation
An unofficial copy of your transcripts, if applicable
Mead School District #354 is an equal opportunity employer and does not discriminate against otherwise qualified applicants on the basis of sex, race, creed, religion, color, national origin, age, veteran or military status, sexual orientation, gender expression or identity, disability, 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. Inquiries regarding compliance procedures may be directed to the District's Title IX/RCW 28A.640 Officer, Section 504 Coordinator, Josh Westermann, josh.westermann@mead354.org and/or Affirmative Action officer, Keri Hutchins, keri.hutchins@mead354.org mailto:keri.hutchins@mead354.org , (509) 465-6000 or via mail to 2323 E. Farwell Rd., Mead, WA, 99021. Persons who may need some accommodation in the hiring process should contact the Human Resources Office at (509) 465-6010

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