Records Assistant – Public Works

Job Description

***NOTE*** To be considered for this position, please apply at the Skagit County Job Opportunity site:

http://agency.governmentjobs.com/skagitwa/default.cfm

First review of applications will be on March 28th, 2023.

SUMMARY

Serves as support staff and acts as primary customer service representative to the public for the Public Works department. Assists with records management as directed in performing records systems maintenance functions for Public Works. Assist in research of records for Public Works, other departments, and the public. Performs and coordinates specialized technical and office duties that require a comprehensive knowledge of department and countywide functions, practices, and procedures. Specific duties vary depending on assignment and may include, Accounting or other Public Works Division Staff Assistance, Administrative Assistant back-up, data processing, payroll and/or other databases, mail routing, check processing, and receipting, day-to-day projects, and may include duties as back-up receptionist.

– Salary upon hire is step 1 through 3 ($22.20 to $23.77 per hour) for a Records Assistant – Public Works, dependent upon qualifications.

– Progressive increases are based upon years of service with Skagit County, up to step 8 total steps (top step $28.25). Records Assistant – Public Works is range 9 of salary schedule Public Works (AFSCME).

Essential Functions:

Serves as liaison between Public Works and the Public Records Officer and Records Management dealing with public records requests.

Assists with the collection, coordination, maintenance, monitoring, updating, and organizing of all Public Works records, including preparing documents for imaging, storage, archiving, and destruction of records according to State retention schedule requirements. Maintains annual destruction list and departmental inventories.

Keep and maintain records for the Office of the County Engineer as outlined in RCW 36.80.040.

Provides customer assistance and service to frequently perform records research for Skagit County employees, other government agencies, and the public of public works records including, but not limited to records research for legal descriptions, deeds, easements, contracts, resolutions, ordinances, and interlocal agreements, in response to Public Disclosure Request, and at the request from other Public Works staff.

Handles payments for services via cash, checks, and/or credit cards. May prepare the daily deposits. Takes information on service requests and routes to appropriate personnel.

Responsible for processing and routing internal and external mail.

Provides input on how to improve customer service.

Schedules projects for timely completion. Developing short- and long-range records project goals, setting schedules, deadlines, monitoring and reporting of project progress.

New employee records orientation.

SUPERVISORY:

None.

Minimum Qualifications:

High school diploma or G.E.D.

Two years’ experience with records and office procedures.

Requires knowledge of:

• Microsoft Word, Excel, Outlook, Adobe Acrobat Pro, Laserfiche
• Operation of standard office equipment.
• Departmental functions and procedures.
• Standard clerical and office procedures.
• English grammar and composition.

Requires the ability to:

• Stay up to date with state records retention guidelines.
• Work with people in a courteous manner.
• Maintain confidentiality and follow the judicial code of ethics.
• Work accurately with numbers and money.
• Communicate effectively, orally and in writing.
• Respond to public inquiries in a professional and courteous manner.
• Work productively with minimal supervision and problem-solve independently
• Contributes to department goals by accomplishing related duties as required.

Licenses and/or Certifications:

Valid Washington State driver’s license required.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

Most work is performed in an office environment. Requires lifting archive boxes/files up to 30 pounds, bending, stooping, and climbing. Must be able to sit and stand for extended periods of time. Must have sufficient hand-eye coordination to operate office equipment.

Hazards:

Those present in a normal office environment.

Supplemental Information:

***NOTE*** To be considered for this position, please apply at the Skagit County Job Opportunity site:

http://agency.governmentjobs.com/skagitwa/default.cfm

ADDITIONAL INFORMATION:

The statements contained herein reflect general details as necessary to describe the essential functions of this position, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the workload. Changes to the position description may be made at the discretion of the employer.

Skagit County, as an equal employment opportunity employer, encourages applicants from diverse backgrounds to apply. It is the policy of Skagit County to follow all federal and state laws to ensure non-discrimination with regard to race, color religion, sex, age, national origin, marital status and/or physical or mental disability in its employment practices.

American with Disabilities Act (ADA) Notice: Individuals, who need an ADA accommodation to complete the application, test, or interview process, please call: (360) 336-9433.