Records Coordinator

The City of Burien is committed to achieving racial justice and ensuring the fair treatment of people of all races and identities. We value diverse life experiences and strive to create a workplace that is welcoming to all. While the City of Burien elevates race, we also recognize and honor the complexity of each unique identity and center on the under-resourced and underrepresented.

Our commitment to achieving and sustaining racial justice requires us to be transparent, proactive, and deliberate in all decision-making. We take these steps to help better meet our vision of creating a vibrant and creative community, where residents embrace diversity, celebrate arts and culture, promote vitality, and treasure the environment.

The first review of applications will take place on April 22, 2024 however, the position is open until filled. Interested candidates are encouraged to apply early.

General Position Summary

Under the direction of the City Clerk, the Records Coordinator oversees the development, implementation, and administration of the records and information management program (electronic and hard copy). The position ensures compliance, confidentiality, and maintenance of records retention, storage, tracking, imaging, and destruction following established policies and procedures and federal, state, and local laws and regulations. The Records Coordinator may help carry out duties assigned to the City Clerk as outlined in the Burien Municipal Code, such as meeting management and support for the city council and advisory bodies, posting public notices, and responding to public records requests.

Essential Functions

• Intake records and assist departments in identifying Records Series and appropriate retention according to the State Retention Schedule for Local Governments.

• Maintain electronic information management systems to comply with State law and to ensure long-term accessibility or appropriate destruction of electronic information; oversee citywide standards for electronic information such as standard document formats, metadata, and file naming conventions; propose policy changes as needed to reflect changes in technology.

• Coordinate on-site and off-site centralized records storage, coordinate accession, and retrieve records from storage.

• Assist with preparing written procedures for city-wide records management.

• Recommends and implements improvements to the city's records storage and management.

• Assist with the project management, planning, program analysis, and implementation of records management processes and procedures.

• Develop and implement procedures, guidelines, and controls for storage, retrieval, tracking, and filing of active and inactive records; ensure records are maintained and destroyed according to the Local Government Common Records Retention Schedule.

• Train city staff on public records requirements, retention schedules, and proper records maintenance within the Electronic Content Management System.

• Assist the Public Records Officer in retrieving City Records, as needed.

• May receive, process, and respond to requests for public records in compliance with the PRA, RCW 42.56.

• Perform file management functions to ensure compliance with public records retention schedules pursuant to RCW 40.14 and title 434 WAC.

• Provide regular and ongoing consultation, training, and direction to other departments on the requirements of the records retention policies and related city policies.

• Work closely with the Information Services Division to retain, produce, and dispose of electronic records.

• Establish and maintain cooperative, effective working relationships with co-workers, other City employees, and the general public using principles of good customer service.

• Coordinate Special Event Permits per BMC 12.15; collaborate with City Staff and event organizer to ensure timely application review and permit issuance. Utilize permitting software to track permit status. Schedule post-event review and recommend process changes.

Secondary Functions

• Perform department administrative work as assigned.

• Record legal documents at the County Recorder's Office as needed.

• Update webpages for the City Clerk's Office, as needed.

• Assist the City Clerk with bid openings, as necessary.

• Assist with the setup of rooms for meetings.

• Serve as backup front desk support.

• Notary public services.

Education and/or Experience

Associate's degree preferred. Three years increasingly responsible related administrative or municipal records management experience or a related field.