Job Description

Updated Salary!!

PUBLIC RECORDS COORDINATOR

CENTRAL SERVICES

Posting # 22-90
MASON  COUNTY  EMPLOYMENT  OPPORTUNITY
STILL RECRUITING

 

OPEN: November 29, 2022                           OPEN UNTIL FILLED

 

MONTHLY SALARY:  $4,626-$5,631

 

Job Summary Full position description is available at the Human Resources Office. Contact information below.

This position serves as the County’s Public Records Coordinator and is a liaison and advisor for all county offices/department Public Records Officers (PRO), to be certain the County is in compliance with the Revised Code of Washington (RCW) 42.56 (Public Records Act), the County Code, and Administrative Policies.  The purpose of this position is to help the PRO’s analyze, process, and respond to public record requests submitted to the County and to assist offices/departments in the maintenance of records, including appraising, preserving, destruction, and transfer of files and data in compliance with the retention schedules established by the Secretary of State or other state agencies. This position’s responsibilities include: serving as the Public Records Officer for the Commissioners/Support Services Department; point of contact for public record requests that cross multiple departments; overseeing compliance with the Public Records Act and the retention schedules of the Secretary of State or other state agencies and developing comprehensive records disclosure and retention policies. This position will be looked to for professional consultation, advice, and training in these areas. This position will be the primary administrator responsible for use of GovQA.  Individuals assigned to this classification are expected to apply extensive knowledge of the  Public Records Act, the retention schedules developed by the Secretary of State and other state agencies and the Open Government Trainings Act.

Examples of Duties

(Any one position may not include all of the duties listed nor do the listed examples include all tasks which may be found in positions of this class.) Work closely with the individual office/department PRO’s to ensure compliance with the Public Records Act, the County Code and policies regarding the processing of public records requests working in conjunction and through the approval of legal counsel. Provide training in the use of GovQA, the County’s software for public records processing.  Train, organize, coordinate, and facilitate the efforts of PRO’s in County offices/departments. Apply extensive, in-depth knowledge of record retention schedules.  Be familiar with and work with departments to manage documents using Laserfiche. Coordinate with the HR/Risk assigned lead legal counsel and/or the Prosecuting Attorney’s Office to reasonably interpret complex records requests and due dates, as well as maintain the ‘sanctity’ of confidential information. Communicate with offices/departments and individual record holders regarding the County’s obligations under the Public Records Act, and advise them about how to gather responsive records, particularly those in electronic format or on personal devices. Be able to identify all types of information and data that is potentially and legally exempt under the Public Records Act or other Washington statutes. Some of these records may contain graphic images and potentially disturbing information.

Education and Experience Any equivalent combination of education and experience which provides the applicant with the knowledge, skills, and abilities required to perform the job.  A typical way to obtain the knowledge and abilities would be: AA or BA in Office Management, Public Administration, or a related field and certified as a Public Records Officer by the Washington State Association of Public Records Officials within one year of hire.

Minimum of 5 years’ experience in the clerical field or related area specializing in records retention and/or public records.

Licenses, Certificates and Other Requirements Valid Washington State driver’s license.

Application & Selection Process

Applicants are required to submit a Mason County Application. The completed application may  include additional pages of employment history using the application format, and a resume may be attached. The completed application will be used as the primary document to determine if minimum qualifications are met for this recruitment. Misrepresentation, incomplete, or inaccurate entries may  be the cause of application rejection, removal from the employment list, or discharge from county service. Applicants will be screened based upon education and experience, and the top candidates will be scheduled for interviews. Selection factors will include demonstrated knowledge and abilities for the particular position. Only those candidates chosen for interviews will be contacted. Please read the reverse side for additional information.  This selection process may be subject to change.

Return Applications to: Mason County Human Resources

Mailing Address – 411 North 5th Street, Shelton, WA  98584

Physical Address – 423 North 5th Street, Shelton, WA 98584

humanresources@masoncountywa.gov         Phone-(360) 427-9670 X 290
Equal Opportunity – Affirmative Action Employer                                                                       Drug Free Work Environment

 

 

This information does not constitute an expressed or implied contract or offer of employment.  Any provision contained herein may be modified and/or revoked without notice.

 

Application Instructions – Carefully read the posting and note the minimum qualifications and the selection process.  Please indicate all relevant education and experience on the application.  A County application is always required and is utilized as the primary document to determine if the applicant meets the minimum qualifications.  Resumes can be included as a supplement but cannot be used in lieu of completing the application.  Applications must be entirely completed, and “see resume” will not be acceptable.  Applicants applying for more than one position must complete a separate application for each position.  Applications must be signed and dated, and returned to the Human Resources Department on or before the closing date.  Completed applications should be submitted or mailed to:  Mason County Human Resources, 411 North Fifth Street, Shelton, WA  98584, humanresources@masoncountywa.gov Mailed applications must be postmarked no later than the closing date.  Additional materials will not be accepted after the closing date (with exception to mailed applications/material with postmark by the closing date).  Applicants should keep a copy of their completed application and any supplemental pages because they will not be returned nor copied after receipt.

 

Applicant Qualifications – All candidates must meet minimum requirements.  Often, the most competitive applicants will possess qualifications far exceeding the required minimum.  If a large number of applications are received, only the most qualified applicants will be involved in the selection process.

 

Authorization to Work – Successful candidates must present documentation proving authorization to work in the United States (as required by federal law).

 

Work Environment – Mason County maintains a drug-free work environment and prohibits smoking in all County buildings.

 

“At-will” Positions – Some positions are considered “at-will” or at the pleasure of the employer.  Therefore, the County does not need to establish “just cause” or “cause” to terminate the employment relationship. Selection to at-will position does not create or constitute an employment contract or agreement.

 

Affirmative Action/Equal Employment Opportunity – Mason County is an equal opportunity employer, committed to fair employment practices and does not unlawfully discriminate on the basis of race, sex, age, color, sexual orientation, religion, national origin, marital status, genetic information, veteran’s status, disability, or any other bias prohibited by federal, state or local law.

 

Accommodation – Applicants with a disability requiring accommodation during the selection process should notify the Human Resources Department at (360) 427-9670 Ext. 290.

 

Health Insurance – Regular full-time employees and their qualifying dependents are eligible for medical, dental, vision, and life insurance coverage.  Some regular part-time employees may receive the same coverage.  Employees may partially contribute premiums depending upon the type of coverage selected.

 

Paid Leave – Sick leave, holidays, and vacation are provided in accordance with the County policy or union contracts.  Vacation accrual rates increase at regular intervals based on length of service with the County.

 

Retirement Plan – All regular Mason County employees are enrolled in the Washington State Public Employee’s Retirement System (PERS, PSERS or LEOFF).  The County and employees contribute jointly to the plans.

 

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