Public Records Officer (part-time)

GENERAL PURPOSE

Analyzes, processes, and responds to public records requests submitted to the City (public safety requests primarily managed by Police Department). Additionally, performs financial-related activities such as asset tracking and cashiering.

WORK HOURS

Monday - Friday, 12:30pm - 4:30pm

UNION

Union Position with AFSCME.

SUPERVISION RECEIVED

General direction and oversight is provided by the Deputy Clerk and Finance Director, or his or her designee, according to a relatively fixed work routine.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• The designated point of contact for members of the public in requesting public records (excluding public safety).
• Receives, process, and respond to requests for public records in compliance with PRA, RCW 42.56.
• Maintain public records request tracking system to monitor timely review and response from departments.
• Review responsive records for exempt information and apply redaction prior to release.
• Prepare and maintain appropriate redaction and exemption logs.
• Work with the IT Department to review email archives for email communication responsive to request.
• Ensure public records request procedures and other relevant information is current on the City’s website and any other places in which the City posts public information.
• With direction from the Deputy Clerk, 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.
• Perform file management functions to ensure compliance with public records retention schedules pursuant to RCW 40.14 and title 434 WAC.
• Obtain and maintain membership in Washington Association of Public Records Officers (WAPRO) and attend annual WAPRO training.
• Maintain the City’s small and attractive asset listing and capital asset listing.
• Work with various City departments to ensure the asset listings are accurate and up to date.
• Work with the IT Department, Police Department, and Fire Department to coordinate specialized assets tracking primarily performed by these departments.
• Perform and document routine inventories and report findings to the Finance Director.
• Receive payments for utility, cemetery, parks and recreation, ambulance, regular and special fund accounts, and other miscellaneous billings; assure proper internal controls and distribution of income; prepare deposits.
• Communicate with employees and citizens at all levels demonstrating tact, patience, and courtesy; act as first point of service for community, businesses, and outside organizations; present a positive and professional image in person and by phone; work cooperatively in all interactions as a member of a service-oriented team.
• May provide back-up for additional areas of responsibility including but not limited to cemetery billing, parks reservations, payroll, accounts payable, utility billing and EMS billing intake back up.
• Perform other duties as assigned

OTHER JOB FUNCTIONS

• Demonstrate punctual, regular, and reliable attendance which is essential for successful job performance.
• Present a positive, professional image; maintain cooperative and effective working relationships; assure excellent customer service with internal and external customers.
• Execute assignments, projects, and job responsibilities efficiently and within defined timeframes, work independently and effectively with little direction.
• Demonstrate good judgment and employ critical thinking to execute duties, identify issues, seek solutions, and recommend improvements in support of departmental goals.
• Provide assistance to staff and higher-level management; participate in resolving operational or interpersonal concerns; participate in training, meetings, and on committees as assigned.
• Respect the value of diversity in the workplace and the community.
• Perform other duties as assigned.

MINIMUM QUALIFICATIONS:

• Graduation from a high school or GED Equivalent with specialized coursework in general office practices such as keyboarding, accounting, data processing, and
• A combination of education in records management or related field, experience managing public disclosure requests, a strong understanding of Public Records Act, proficiency in electronic records systems, and the ability to handle sensitive information with discretion.

· Knowledge of basic financial, cash handling and bill collection practices and applicable laws.

· Operating knowledge of computers, copy machines, scanners, word processing, spreadsheet, and automated financial system software applications.

· Knowledge of customer service principles and practices; ability to effectively engage others to find solutions; assure favorable interpersonal impressions in all interactions.

· Ability to read, interpret, apply, and explain relevant rules and regulations, policies, procedures.

· Proficient with basic mathematical skills to accurately add, subtract, multiply, divide and determine percentages quickly.

· Effective communication skills both orally and in writing including correct English usage, grammar, spelling, punctuation, and vocabulary; demonstrate ability to perceive nuances; present ideas and concepts with concise clarity; demonstrate telephone etiquette.

· Ability to provide clerical support; compose, prepare, and type a variety of correspondence, memos, reports and other materials.

· Bilingual in Spanish

TOOLS AND EQUIPMENT USED

Operate office equipment including computers, telephones, copiers, and calculators.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to operate, finger, handle, or feel objects, tools, or controls; reach with hands and arms.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is that of a busy office.

SELECTION GUIDELINES:

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the positions if the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Job Type: Part-time

Pay: From $32.17 per hour

Expected hours: 20 per week

Benefits:

• Paid sick time
• Retirement plan

Work Location: In person

Salary : $32