What are the responsibilities and job description for the Records Specialist position at Snohomish County?
Are you self-motivated and looking for a position where you can be instrumental in the modernization and management of an extensive collection of records documenting Snohomish County’s infrastructure? The Snohomish County Public Works Department is seeking a talented individual for a unique Records Specialist position within the Administrative Operations Division.
The Records Specialist will manage requests for public records by establishing and meeting deadlines, working directly with requesters, coordinating with other county staff and departments to ensure responsive information is identified and provided, and reviewing potentially responsive records to determine what needs to be redacted or withheld from disclosure. This position is also responsible for managing and archival of records created, received, and used in Public Works. As a member of the department’s Records and Technology Management team, this position will be involved in the development and implementation of Public Works records management policies, best practices, procedures, and training.
The ideal candidate will have knowledge of:
- Experience and knowledge of the Public Records Act (RCW 42.56), comprehensive records management systems, and state laws and regulations regarding management and retention of records
- Government agency records management and retention policies, and procedures
- In-depth records management principles and processes at each stage of the records lifecycle
- Digitization strategies and technologies
Additionally, the successful candidate will possess:
- Excellent verbal and written communications skills
- The ability to work both individually and in a collaborative team setting
- The ability to identify and articulate records management needs among different divisions and workgroups
- The ability to train staff on records management skills and best practices
- The ability to be flexible, yet persistent in meeting deadlines and goals
- The ability to factor in organizational and departmental objectives and goals in all aspects of records management
Selection Process
Please attach a resume and cover letter to your application. The cover letter should specifically highlight how your education, training, and work history/experience have prepared you to manage and respond to public records requests or discovery requests for an extensive collection of records created, received, and used by local government agencies like Snohomish County Public Works Department. The cover letter should not exceed two (2) pages.
Interviews will be scheduled for the most qualified applicants.
Join Snohomish County Public Works and enjoy these perks:
- Contribute to shaping one of Washington’s fastest growing counties
- Join an award-winning organization well known for excellence and commitment to high-quality public service
- Advancement opportunities
- Employee development and training opportunities
- Excellent medical, dental, and other benefits
- Earn a Pension! Start vesting for a Washington Department of Retirement System (DRS) PERS pension
- Security, stability, and a lifelong career!
About Snohomish County Public Works Department
Snohomish County Public Works is responsible for more than 1,650 miles of county roads, 201 bridges and 202 traffic control signals, as well as processing nearly 600,000 tons of garbage per year. Its mission is to focus on safety and mobility while practicing fiscal responsibility and preserving the environment. Public Works has won numerous state and national honors for its work and is the largest department within Snohomish County government with approximately 500 employees plus seasonal staff. Its main office is located at 3000 Rockefeller Ave., Everett, WA 98201.
Visit www.snohomishcountywa.gov/PublicWorks for more information about Snohomish County Public Works.
When joining Public Works, you will work in an environment where innovation, collaboration and continuous improvement is highly encouraged and supported. We strive to not only provide a meaningful job, but a lifelong career at Snohomish County.
Benefits
Snohomish County is a great place to live, work, play, and raise a family and will be invested in your success and growth. We are proud to offer an outstanding benefit package to employees and their dependents. We offer competitive wages; job flexibility and stability; pension opportunities; and employer paid ORCA cards. Snohomish County will be invested in your success and growth and offers the following benefits to our employees. Your salary is only part of your Total Compensation Package:
- Retirement: County employees participate in the Washington State Public Employees Retirement System (PERS) administered by the Washington State Department of Retirement Systems (DRS).
- Medical benefits: The County offers a choice of three comprehensive medical insurance plans with low deductibles. The county’s contribution to this benefit is significant.
- Flexible work schedules for some positions.
- Career development training
- Sick leave: You will accrue 8 hours of sick leave per month.
- Vacation Leave: You will start out accruing 8 hours of vacation leave per month totaling 2.4 weeks of vacation in your first year. Your leave accruals increase based on your years of employment with the County.
- Holiday Pay: The County observes 11 paid legal holidays per year and provides employees with two floating holidays annually.
- Benefits: The County offers a wide range of benefits including, medical, and dental, vision, life insurance, LTD, deferred compensation and more.
- Deferred Compensation: If you choose to participate in the Deferred Compensation Plan (DCP), the County will match your contributions up to 1 percent of your base monthly salary.
- Pay Increases: Each year you will be eligible for a step increase until you reach the top step.
- Cost of Living Adjustment (COLA): Effective January 1, 2026, all five (5) step salary tables shall have a sixth (6th) step added to the top of each pay grade. Employees who have been at step 5 for a full year shall be placed at step 6 effective January 1, 2026.
Teleworking Options
The work associated with this position can be performed with a hybrid of remote work and in-office work as needed and assigned. For employees who prefer to work in the office full time, that option is also available. This position will work in office three (3) days a week for up to one (1) year. After skills and knowledge build, we anticipate the position will work one (1) day in the office and four (4) days remote. Telework options are subject to change depending upon staff and management needs.
Employees will be provided with a County issued laptop and must maintain a home workspace with an internet connection where they can reliably perform work and remain available and responsive during scheduled work hours. Snohomish County has a robust collection of tools and resources to support working remotely. A Snohomish County Telework agreement is required for employees assigned to telework.
Employees must reside in Washington state and within a reasonable distance to their Snohomish County worksite to respond to workplace reporting requirements.
About Snohomish County
Snohomish County, north of Seattle, is located in northwest Washington between the Puget Sound and the Cascade Mountains. The county has rich scenery, numerous activities and a thriving economy. Snohomish County is a great place to live, work, play, and raise a family.
Snohomish County - The Future We Choose - video
For information about this job opportunity and posting, please email: SPW-Recruitment.
BASIC FUNCTION
To develop, implement and maintain departmental records management systems to provide effective processing and retrieval of information for county staff and the public. To research, evaluate and assign addresses in conformance with county regulations.
STATEMENT OF ESSENTIAL JOB DUTIES
- Manages a department’s records center by analyzing user’s needs for information and developing filing and retrieval, indexing, retention scheduling, storage, processing and disposal systems for records.
- Develops short and long range goals for the department’s records management program; establishes, implements, evaluates and revises work plans.
- Establishes effective records arrangements, indexes and other finding aids, oversees equipment use and maintenance, assists users and maintains a safe clean environment.
- Develops and implements departmental procedures, guidelines an controls for storage retrieval, tracking and refiling of inactive records; arranges facilities and the packing, labeling and transfer of records.
- Analyzes records for filming applications and manages the department’s microfilming program, interfacing with the county Micrographics unit as needed; operates camera, film reader/printer photocopier to microfilm and reproduce documents.
- Assists users of departmental information resources by retrieving, researching, reproducing and refiling documents and reference materials.
- Develops records retention schedules and guidelines; coordinates approval of schedules by state archives; processes and maintains approved schedules and monitors department wide compliance.
- Authorizes address assignments according to established policies and procedures; reviews and researches the long range use of property for future impacts to address assignments.
- Identifies department’s vital records and determines appropriate measures to provide protection; films or duplicates vital records and secures backup copies.
- Arranges for the disposal of materials by coordinating with the county records management unit for transfer to the state archives or for shredding, recycling or trashing.
- Advises departmental staff on various records management related activities such as files management and public disclosure requirements.
STATEMENT OF OTHER JOB DUTIES
- Performs related duties as required.
MINIMUM QUALIFICATIONS
Five (5) years general office experience, including two (2) years experience in Micrographics or records management; OR, any combination of training and/or experience that provides the required knowledge and abilities. Must pass job related tests.
Job offers are contingent on successful completion of reference and background checks. Snohomish County will not sponsor or take over sponsorship of an employment visa for this opportunity. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States.
KNOWLEDGE AND ABILITIES
Knowledge of:
- filing procedures and methods of indexing and storage;
- state laws and regulations regarding management of records;
- computer systems
- micrographic and reprographic processes and techniques;
- public disclosure and right to privacy laws.
Ability to:
- follow oral and written instructions;
- communicate effectively orally and in writing;
- make change quickly and accurately;
- work under pressure;
- work with minimum supervision;
- deal with the public in a tactful and courteous manner;
- accurately utilize standard and specialized office equipment;
- operate on line terminals to enter data, perform data verification and make corrections to data;
- maintain integrity of records and confidentiality.
SUPERVISION
Employee receives general supervision from an administrative superior as assigned.
WORKING CONDITIONS
The work is performed in the usual office environment.
Snohomish County is an Equal Employment Opportunity (EEO) employer.
Accommodations for individuals with disabilities are provided upon request.
EEO policy and ADA notice
Salary : $71,122 - $86,372
