What are the responsibilities and job description for the Public Records Assistant or Public Records Analyst position at State of Washington House of Representatives?
Description
Washington State House of Representatives
Exempt Recruitment Announcement
Public Records Assistant or Public Records Analyst
OPENS:
January 06, 2025
CLOSES:
Review of applications is ongoing. The hiring authority reserves the right to make a hiring decision or close this recruitment at any time. The first review will begin January 20, 2025.
REPORTS TO:
Public Records Officer
LOCATION:
Thurston County - Olympia, Washington
SALARY:
Assistant: $57,804 - $100,176 annually
Analyst: $64,956 - $112,548 annually
(The above reflects the full salary range for each classification, starting salary based on the successful candidate’s experience and qualifications and will likely be below the top of the range.)
About the House of Representatives:
The House of Representatives (House) comprises half of the Washington State Legislature and is made up of 98 members elected to serve two-year terms, representing 49 legislative districts. The House employs approximately 240 full-time year-round staff and 100 temporary session staff and interns. Staff workgroups include, nonpartisan staff, Democratic Caucus staff and Republican Caucus staff. The Legislature meets annually on the second Monday in January on the capitol campus in Olympia. Regular legislative sessions take place January through March in even-numbered years and January through April in odd-numbered years. Special legislative sessions occur as needed.
Our workplace is on the beautiful capitol campus in Olympia. The 486-acre campus includes the Legislative Building and other historic structures, as well as popular parks and trails with views of Capitol Lake, Budd Inlet, and the Olympic Mountains.
The House of Representatives holds themselves to the Legislative Code of Conduct which expects the following:
- We conduct ourselves with self-awareness, self-respect, and professionalism;
- We treat others with respect, dignity, and civility, regardless of status or position; and
- We refrain from engaging in hostile, intimidating, offensive, or unlawful activities or behaviors that may amount to discrimination, harassment, sexual harassment, or bullying.
Duties
Position Profile:
The Public Records Assistant and Public Records Analyst positions are nonpartisan positions within the House Administration which report to the Public Records Officer. Both positions respond to requests in accordance with all policies & procedures and contribute to the records retention process. The Assistant level is considered entry level and requires limited experience and more supervision. The Analyst level is considered senior level and requires more experience and less supervision.
How You’ll Be Expected to Contribute:
- Search for and gather records responsive to public records request and to ensure records are collected in an unredacted and unaltered state.
- Manage the intake process of public records requests.
- Identify and coordinate the production of public records to meet legal deadlines and adhere to internal processes.
- Communicate and meet with record holders and requestors to facilitate responses while providing excellent customer service.
- Review responsive records for redactions and withholding exemptions.
- Maintain a log of public record requests.
- Provide technical assistance to staff, supervisors, and managers with identifying requested information, especially in the retrieval of electronic and metadata.
- Assist with record management and preparing records for archiving.
- (Analyst only) Evaluate, analyze, and make recommendations regarding public disclosure requests and records management.
- (Analyst only) Independently put together meaningful search terms and locations to create an adequate search of records in response to public records requests.
- (Analyst only) Resolve internal and external client concerns with a high level of customer service, using discretion to triage confidential and sensitive information.
- (Analyst only) Assist Public Records Officer and House Counsel in developing and delivering training.
- (Analyst only) Determine scope for public disclosure redactions.
Qualifications
The Successful Candidate Will Meet These Qualifications:
Assistant
- Associate degree AND two years’ administrative and forms and/or records management experience (fewer than 2 years of experience fulfilling public disclosure requests).
Analyst
- Bachelor’s degree AND at least three years’ experience fulfilling public disclosure requests OR a combination of six years’ experience involving public disclosure requests, forms and/or records management, and administrative experience.
Any combination of education and applicable experience equaling the total years identified will be considered, except that the Analyst MUST have the two or more years’ experience fulfilling public disclosure requests.
Additional Preferred Qualifications:
- Experience in managing public records requests for a governmental agency, including working with electronic record searches and retrieval of documents.
- Knowledge of public records regulations, including RCW 42.56.
- Knowledge of retention periods and dispositions schedules for public records.
- Expert knowledge of Microsoft Office applications such as, Word, Excel, and Outlook
- Experience with Adobe Acrobat
- Ability to perform public disclosures in a highly visible environment, and knowledge of exemptions, and withholding logs.
- Excellent organizational skills, including the ability to prioritize, coordinate and simultaneously manage multiple projects with a high level of quality.
- Ability to maintain confidentiality and build trust across organizational boundaries.
- Ability to work within a team environment to collaborate and interface with all levels of the Legislature.
- Skills in records, archives, or project management.
- Ability to handle multiple competing priorities, organize and manage workload, and make decisions necessary to respond in an expeditious manner.
- Ability to conduct searches in electronic and paper document filing systems.
- Ability to work with technical staff to access records in electronic formats.
- Ability to interact professionally with internal and/or external customers.
- Ability to provide training and consultation to staff.
- Experience working with elected officials, the Washington State Legislature or other comparable environment.
- Experience with records management software programs like GovQA or similar.
Supplemental Information
Conditions of Employment/Working Conditions:
This position requires an onsite/in-person presence in Olympia during legislative sessions and must be able to work more than 40 hours per week including evenings, weekends, and holidays during legislative sessions. Interim schedules allow for more flexibility. *This position is currently approved for in-state telework during interim with an expectation to have an onsite in-person presence when requested.
Benefits:
Employee benefits include vacation and sick leave; paid state holidays; health, life, and other optional insurance; retirement; social security; and military leave.
How to Apply:
Intrigued? If so, please submit the below items:
(1) a letter of interest specifically addressing the qualifications;
(2) a current resume describing in detail your experience and education; and
(3) a minimum of three professional references with contact information (e.g., address, e-mail address, and telephone).
Send application materials and direct any questions to: househr@leg.wa.gov
The Washington State Legislature is an equal opportunity employer and does not discriminate based on race, creed, color, national origin, sex, marital status, sexual orientation/gender identity, age, disability, honorably discharged veteran, or military status, or using a trained service animal by a person with a disability. We encourage people of all backgrounds to apply, including those listed above and those with other diverse life experiences. Persons requiring reasonable accommodation in the application process or requiring information in an alternative format may contact HouseHR@leg.wa.gov or 360-786-7030, or TTD 1-800-635-9993. Those with a hearing impairment in need of accommodation are encouraged to contact the Washington Relay Service at 1-800-676-3777 or www.washingtonrelay.com.
Salary : $57,804 - $100,176