What are the responsibilities and job description for the Public Records Project Manager (Project/Program Manager II) position at King County?
Summary
The Permitting Division of King County Department of Local Services (DLS) seeks a talented Public Records Project Manager (Project/Program Manager II).
This position will play a crucial role in facilitating transparency by managing the department’s public records and responding to public record requests while at the same time safeguarding sensitive information and ensuring compliance with legal and regulatory frameworks. If you have demonstrated knowledge of the Washington Public Records Act (PRA) and other applicable statutes, are an exceptionally organized and driven individual with a passion for project management and process improvement and demonstrate a proven ability to foster and sustain productive working relationships with diverse teams and customers, we would like to hear from you!
About the Department of Local Services:
King County is the local service provider for the roughly one quarter-million people who live in the unincorporated areas of the county; collectively, these communities would be the second largest city in the state. The Department of Local Services includes a Director's Office, and the Road Services and Permitting Divisions. Together, this department provides a single executive point of accountability for delivering local services to all unincorporated areas.
To learn more about the Permitting Division please visit our website at King County Permits.
Our commitment to Equity, Racial and Social Justice:
The Department of Local Services is deeply dedicated to fostering equity, racial and social justice in every aspect of our work. Our commitment to “True North” values which ensures every person has the opportunity to thrive and reach their full potential and forms the core of our mission and purpose. Our pledge is to cultivate, embrace, and celebrate the distinct experiences, viewpoints, and perspectives of our people, partners, and the communities we serve. Through this work, we dismantle systemic barriers, address inequities, and actively confront prejudices and biases. We acknowledge this journey is ongoing, and we remain steadfast in our efforts to create a positive impact for our employees and communities alike.
Job Duties
Applying equity, racial and social justice principles is a daily responsibility and a foundational expectation for all King County employees. In this role, you will apply equity and social justice principles that exemplify shared values, behaviors, and practices to all aspects of the work.
- Work closely with the Senior Public Records Project Manager to coordinate agency's public records program.
- Assist in managing the day-to-day coordination, tracking, and responses to public records requests received by the Permitting Division. Ensure that mandatory deadlines and other regulations are met, including cataloging redactions and third-party notifications.
- Communicate with Permitting staff to identify records and facilitate responses to records requests.
- Communicate with records requesters and document communications to PRA requests.
- Review records for sensitive and confidential information and provide necessary redactions to records that are exempt from the PRA.
- Consult with the Prosecuting Attorney’s Office on legal issues related to public records requests, legal holds, and discovery and litigation.
- Interpret, advise, and apply records management policy and facilitate adherence to public records best practices across the Permitting Division.
- Assist in developing and tracking work programs and project plans. Produce quarterly updates to work program in coordination with Senior Public Records Project Manager and Customer Service Supervisor.
- Provide program-specific information that requires interpretation of established policies, procedures, codes, regulations, and other relevant sources for internal and/or external customers.
- Assist the Senior Public Records Project manager with the buildout of an efficient records management system in coordination with the Customer Services Supervisor.
- Perform other duties as assigned.
Experience, Qualifications, Knowledge, Skills
Minimum Qualifications:
- A bachelor’s degree in business administration, Public Administration, or a closely related discipline, or any combination of education, skills, training, and experience that clearly demonstrates the ability to perform the duties of this position.
- Demonstrated working knowledge of Public Records Act (RCW 42.56) and the Public Records program and services in King County.
- Demonstrated ability to perform or demonstrated knowledge of public records duties for a public agency, including knowledge of PRA exemptions, withholding logs, and public records tracking systems and processes.
- Demonstrated working knowledge of Permitting records, or records of a similar nature.
- Knowledge of key public Records Management concepts such as retention periods and disposition schedules.
- Demonstrated strong customer service skills (discretion, patience, etiquette, professionalism) and ability to deal calmly and diplomatically with internal and external customers.
- Excellent communication, interpersonal, and facilitation skills.
- Ability to rapidly switch tasks, coordinate complex multi-step projects, independently prioritize, and re-prioritize tasks depending on workflow, and work with frequent interruptions.
- Skill in prioritizing workload and adapting to changes in workload demand.
- Skill in maintaining confidentiality of sensitive matters.
- Skill in making presentations to groups.
- Demonstrated ability to engage in collaborative teamwork and work cohesively in a small team.
- Proficiency with Microsoft Office software including Outlook, Word, Excel, and PowerPoint. SharePoint experience preferred.
- Excellent project management skills and abilities including demonstrated experience in program planning and project management, including taking projects from concept through completion.
Desired Qualifications:
- Demonstrated experience working with the Microsoft Customer Relationship Management (CRM) software.
- Experience developing public records program procedures and protocols.
- Demonstrated experience in gathering data and reporting on program services.
- Demonstrated understanding of code enforcement and building and land use permit processes, laws and regulations
- Ability to establish and monitor work programs and provide clear direction to staff regarding work assignments and priorities.
- Experience using Accela, My Building Pemit.com, and/or other relevant permitting software.
- Experience with GovQA, or other public records request management software.
- Certified Public Records Officer WAPRO membership.
Requirements:
- Must be able to bend, stoop, lift and carry up to 30 pounds.
- Must be able to move from workstation to workstation, sitting, standing and reaching throughout the workday in a fast-paced environment.
Supplemental Information
Applicants who pass the initial screening will be invited to participate in a 15-minute phone interview the week of May 12, 2025.
If selected to move forward after the phone interview, you will be invited for a virtual interview the week of May 19, 2025.
This recruitment may be used to fill vacancies for up to 6 months, including career service, short-term temporary (STT), term-limited temporary (TLT) and/or special duty assignment (SDA) opportunities.
Who May Apply: This position is open to all qualified applicants. First consideration will be given to current PROTEC17 members in the same classification that are eligible for lateral transfer.
Forms and Materials: A completed King County Application is required. We highly recommend that you also provide a cover letter (no more than 2 pages) summarizing how you meet the experience, qualifications, knowledge, and skills for the position.
Selection Process: Applicants will be screened for clarity, completeness, and competitiveness. The most competitive candidates may be invited to participate in one or more interviews. Interviews will be conducted via Teams. Reference checks and file reviews will be conducted.
Work Schedule: The work week is normally Monday through Friday, 7:00 a.m. to 4:00 p.m., but may at times require work outside of normal business hours. This position is non-exempt from the provisions of the Fair Labor Standard Act and is eligible for overtime pay, with prior supervisor approval.
Emergency Designation Status: This position has been designated as:
Non-Mission Critical - Employees who staff county functions or services that may be delayed, suspended, or diverted in an emergency while essential functions are prioritized Mission Critical.
Unless otherwise directed by the County Executive, department director or agency head, all employees, regardless of designation, are expected to report to work or request leave during an emergency or inclement weather.
Union Membership: PROTEC17
Work Location:
The work associated with this position will be performed through a hybrid work schedule of teleworking, onsite work and meetings as needed. The responsibilities of this position may include regular and ongoing in-office work involving in person customer service in accordance with the division's available customer service options.
Employees will have access to shared workspaces at various King County facilities. Your primary onsite workspace will be at 919 SW Grady Way, Suite 300, Renton, WA 98057.
Employees must reside in Washington State and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.
Employees will be provided with a County issued laptop and must maintain a workspace with an internet connection (access may be supplemented in some situations) where they can reliably perform work and remain available and responsive during scheduled work hours.
King County has a robust collection of tools and resources to support working remotely. The individual selected for this opportunity will be joining an innovative and progressive team that is redefining how we work in a hybrid environment.
Forbes recently named King County as one of Washington State's best employers.
Together, with leadership and our employees, we're changing the way government delivers service and winning national recognition as a model of excellence. Are you ready to make a difference? Come join the team dedicated to serving one of the nation's best places to live, work and play.
Guided by our "True North", we are making King County a welcoming community where every person can thrive. We value diversity, inclusion and belonging in our workplace and workforce. To reach this goal we are committed to workforce equity. Equitable recruiting, support, and retention is how we will obtain the highest quality workforce in our region; a workforce that shares and will help advance our guiding principles-we are one team; we solve problems; we focus on the customer; we drive for results; we are racially just; we respect all people; we lead the way; and we are responsible stewards. We encourage people of all backgrounds and identities to apply, including Native American and people of color, immigrants, refugees, women, LGBTQ , people living with disabilities, and veterans.
King County is an Equal Employment Opportunity (EEO) Employer
No person is unlawfully excluded from employment opportunities based on race, color, religion, national origin, sex (including gender identity, sexual orientation, and pregnancy), age, genetic information, disability, veteran status, or other protected class. Our EEO policy applies to all employment actions, including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation.
To Apply:
If you are interested in pursuing this position, please follow the application instructions carefully. If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions, please contact your recruiter listed on this job announcement.
If you have any questions regarding this recruitment, please contact Vivienne Swai, HR Analyst, by email at vswai@kingcounty.gov, or by phone at 206-477-1538.
