Sheriff's Public Records Specialist (Civil Service)

Job Summary

TOTAL COMPENSATION: $63,077.47 - $88,278.48 annually. Total compensation is an estimate based upon base compensation, median retirement fund contributions, and current employer-paid health and related benefit contribution rates (including medical, dental, life insurance, long term disability, and leave). The actual total will vary depending upon each employee's enrollment choices.

The starting pay will begin at $23.69 on the pay scale, with a pay increase after six (6) full months of employment, and will have annual increases thereafter, maxing out at the top step of the pay scale.

* This is not a remote-work position, all work will be performed in-person on site. *

***********************************************************************************************************

This position supports the Sheriff's Office in the oversight, management, and coordination of public records requests and public disclosure. It ensures timely and appropriate disclosure of records in compliance with the Washington State Public Records Act and requires specialized technical knowledge and independent judgment.

Incumbent reports to the Civil Division manager/Department Head and serves as central point of contact, corresponding and reporting to complex and sensitive public records. Will provides assistance to all Spokane County departments/offices working on similar requests.

***********************************************************************************************************

REQUIRED ADDITIONAL DOCUMENTS CHECKLIST:

THE FOLLOWING DOCUMENTS MUST BE UPLOADED WITH YOUR APPLICATION:

Open Entry Applicants:

• Copy of Valid Driver's License (Must be uploaded with your application; front side only)
• A validated typing test** (see below for details)
• Copy of DD-214 Member Form 4 (if applicable; Must be uploaded with your application; See RCW 41.04.010 as to how Veteran's Preference is applied)
• Copy of Permanent Resident Card AKA "Green Card" (if applicable; MUST be uploaded with your application; front side only)
• Copy of Employment Authorization Document (EAD) card / Form I-797 (Notice of Action) / Form I-821D (Consideration of Deferred Action for Childhood Arrivals (DACA) recipients, if applicable)

• Electronic Submission: If your school distributes official, electronic transcripts, have your school registrar email the official transcripts directly to: CS@SpokaneCounty.org (electronic transcripts will ONLY be accepted if sent directly by the school registrar or their 3rd party affiliate; applicants may not email transcripts directly)
• Alternate Arrangements: If your school does not issue electronic transcripts, please email: CS@SpokaneCounty.org to make alternate arrangements.

If you have already submitted official transcripts to Civil Service, do NOT resubmit. If you are unsure, please contact our office to verify. Phone: 509-477-4711, x2.

**A validated typing test with a net score of at least 45 WPM after adjustment for errors, taken within the last 90 days, is required. The Civil Service office will be offering free typing tests by appointment only. Applicants are welcome to submit their application without the typing test and then Civil Service will contact them for scheduling. Some temporary employment agencies also offer validated typing tests. You may want to contact the agencies to confirm that they do offer validated typing tests and if they charge a fee; below is the name of an employment agency that DOES offer validated typing tests and their associated cost:

Express Employment Professionals: 509-747-6011; Fee: $10

If you take a typing test through Express Employment, please have them issue you a document verifying your score and then attach that to your application. **We will not accept self-tests completed on the Internet. If you do not submit a validated typing test before the closing deadline, then your application will be considered incomplete and you will not move forward in the testing process for this position.**

DO NOT SUBMIT RESUME; resumes are NOT accepted in lieu of a complete online application.

Promotional Applicants:

• Professional Resume - 2 pages maximum
• Copy of training records with the Spokane County Sheriff's Office
• Copy of DD-214 - Member Form 4, (if applicable; See RCW 41.04.010 as to how Veteran's Preference is applied)

**ALL REQUIRED DOCUMENTS MUST BE RECEIVED BY CIVIL SERVICE BEFORE AN APPLICANT IS PERMITTED TO TAKE THE EXAM. IF ALL REQUIRED DOCUMENTS ARE NOT UPLOADED WITH APPLICATION OR SUBMITTED TO CIVIL SERVICE, APPLICATION WILL NOT BE ACCEPTED.**

***************************************************************************************************************************************

TESTING INFORMATION

Written Exam:
DATE: Tuesday, May 13, 2025, beginning at 9:00 a.m.

LOCATION: Spokane, WA 99224 (by invitation only)
Invitations to the written exam will be sent to applicants who meet the minimum requirements, pass the typing test and submit complete applications.

Suggested Study Material for the Written Exam:

• RCW 42.56-Public Records Act
• Public Relations & Communication Skills
• General Office knowledge

PLEASE NOTE: All Civil Service exams, oral board interviews, or any other interview involved with this position must be conducted in-person at the applicant's expense. No Web/Video Conference, over-the-phone, or outside testing facilities are permitted. No exceptions.

Examples of Duties

The following duties ARE NOT intended to serve as an exclusive list of all essential job functions performed by all employees in this classification, but only as a representative summary of the primary job functions and responsibilities. Incumbent may not be required to perform all job functions and may be required to perform additional, position specific tasks.

Receives, reviews and logs all public records requests sent to the Spokane County Sheriff's Office. Identifies and assigns requests to the appropriate lead department and contributing department(s). May coordinate request when multiple departments have responses. May take the lead on record compilation and response, where appropriate.

Assesses scope, processes and responds within required time constraints to all public records requests received by the Department.

Locates and gathers large volumes of records; reviews collected records to ensure they are responsive and complete; makes independent and accurate determinations regarding application of statutory exemptions; creates documentation substantiating application of statutory exemptions; discloses public records consistent with legal and policy mandates.

Researches, analyzes, interprets, and remains current on all relevant Required Code of Washington (RCW), Washington Administrative Codes (WACs), federal regulations, and case law regarding public disclosure. Serves as a subject matter expert, providing consultation and expert advice to Sheriff employees, elected officials and department heads.

Performs redaction of information contained within public records as well as audio and video records that are exempt from disclosure. Creates exemption logs citing the reasons for and statues relied upon when redacting or withholding exempt information.

Consults and coordinates with the Public Records Office and/or legal counsel regarding public disclosure.

Provides input to the Office Manager/Department Head regarding the development and/or revision of practices and procedures to ensure countywide efficiency, consistency, and best practices in responding to public records requests. Designs, updates and maintains files, forms, logs and tracking systems used in the record search and response process.

Serves as a point of contact for the public, assisting in accessing information and records; fosters cooperative relationships; exhibits and supports a positive culture of transparency. Resolves issues and concerns.

Develops effective working relationships with requestors and provides timely responses; communicates with requestors regarding the status of request(s) from time of receipt to fulfillment of response. Corresponds in accordance with the Public Records Act, Lexipol, County policies and procedures.

Preserves confidentiality and integrity of sensitive records.

Acts as the Sheriff's Office expert on records retention and public disclosure. Develops and conducts public disclosure and records retention training for Sheriff employees.

May assist with duties in the Civil Unit.

Performs other related duties as required.

Minimum Requirements

This is an open and promotional position.

Applicants must be a citizen of the United States, a lawful permanent resident, or a deferred action for childhood arrivals (DACA) recipient; must be able to speak, read, and write the English language; high school diploma or GED.

Three (3) years equivalent full-time general office and one (1) year equivalent full-time working with public disclosure requests, data collection and analysis, or extensive research duties.

Keyboard at minimum 45 words per minute.

Must successfully complete a background check meeting criterion for a security sensitive position.

Must complete Public Records Act training within six (6) months hire.

Selection Factors

Considerable Knowledge of:

• federal, state and local laws, rules and regulations related to public records disclosure and retention schedules.
• principles and practices of public records disclosure.
• research methods.
• electronic records management.
• effective methods and principles of customer service.
• principles and practices of group facilitation for training.

• the use of personal computers and related software.
• presenting and providing instructions to coworkers.

• read, review and interpret a wide variety of records and documents for the purposes of evaluation for public disclosure.
• research and interpret related RCWs, WACs, federal regulations and case law.
• work independently and accurately, managing multiple priorities and competing deadlines.
• exercise sound judgment and thorough knowledge of state regulations and county policies, procedures, etc.
• establish and maintain effective working relationships with internal and external customers.
• communicate effectively both orally and in writing, using tact and diplomacy.
• maintain strict confidentiality of sensitive documents, records and information.
• learn and use related computer programs.
• organize large volumes of records and documents
• maintain accurate documentation (logging of receipt, exemptions, etc.) in compliance with the Public Records Act