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Public Records Specialist

City of Bothell

Position Description

The City of Bothell is recruiting an engaging person with an understanding of records management to research, analyze and maintain official City records.  This individual should have a working knowledge of basic computer software and should be someone with records management experience, who can exhibit problem solving skills, common sense, good interpersonal skills, and a willingness to learn...We will teach you everything else!
 
This is a full time position and will earn $24.68 – $31.37 per hourly, and offers a competitive municipal benefits package.


Examples of Essential Duties

 

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills.  This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following: 
 

  • Processes public disclosure request for records; clarifies and prioritizes elements of requests; prepares response letters; schedules appointments to review records.
  • Collaborates with other City departments on the production of records in response to requests; establishes timeframes for responses; coordinates the assembly of multi-departmental responses and records.
  • Performs clerical and administrative duties in accordance with procedures and City policy, including data entry, record keeping, preparing and processing documents, and maintaining files.
  • Receives, verifies, and enters records and reports into computer tracking systems; processes forms, records, and files; queries system databases as requested by authorized persons; collects and compiles statistical data for reports.
  • Maintains public disclosure tracking log, documentation, and statistics to substantiate compliance with State regulations and rules and internal policies.
  • Coordinates with third party vendors for scanning and microfilming services; exercises initiative and independent judgement in determining when inactive records can be processed for archival disposition; coordinates annual scanning projects.
  • Creates and manages processes and systems to maintain official records in all formats; reviews all documents being sent to City officials to ensure accuracy and completeness of electronic and paper filing systems.
  • Supports the relationship between the City of Bothell and the constituent population by demonstrating courteous and cooperative behavior when interacting with clients, visitors, and City staff; promotes City goals and priorities in compliance with all policies and procedures.
  • Maintains and enforces confidentiality of work-related issues, client records, and City information; monitors staff compliance to security procedures and privacy laws, policies and guidelines; performs related duties as required or assigned.
  • Minimum Qualifications

     

    Education, Training, and Experience Guidelines 
    High school diploma or GED equivalent; AND one (1) year of customer service experience, preferably in a high volume work environment; OR an equivalent combination of education, training, and experience.
     
    Knowledge of:

    • City and Department policies and procedures.
    • Basic functions, procedures, and policies of the Department.
    • Applicable State and Federal rules, codes, and regulations.
    • Basic laws and regulations governing the release of information and records.
    • Principles of electronic and physical file and record keeping and records management.
    • Skilled in:
       
      • Maintaining accurate records.
      • Operating a personal computer utilizing specialized software; entering information into a computer system with speed and accuracy.
      • Dealing tactfully and courteously with individuals seeking information about department functions and activities.
      • Establishing and maintaining cooperative working relationships.
      • Closely following verbal and written instructions and procedures.
      • Communicating effectively verbally and in writing.
    • Additional Information

      LICENSE AND CERTIFICATION REQUIREMENTS:
      A valid Washington State Driver's License and successful completion of a criminal record check are required.  Additional technical training certifications may be required.  
       
      PHYSICAL DEMANDS AND WORKING ENVIRONMENT:
      Work is performed in a standard office environment.

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Posted: Jun 28, 2018,
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