Public Records Specialist

Applicants are required to submit a combined cover letter and resume in one PDF document. Your cover letter must summarize your interest, education and experience relative to this position. Incomplete materials will not be considered.

To expedite the application process, combine your cover letter and resume into one PDF document before applying and upload electronically when requested in the online application process.

This position is OPEN UNTIL FILLED and applicants are encouraged to apply immediately.  The first review date for application materials is scheduled for August 17th. Apply online at www.chelanpud.org/careers 

IMPORTANT NOTE: Chelan PUD does not sponsor work visas such as H-1B, E-3, F-1, OPT, student visas, TN, or any other visas. Candidates and employees must be eligible to work in the United States without visa sponsorship.

Interested parties are also invited to contact Human Resources at joblist@chelanpud.org to discuss the position.

The starting salary range for this position is $34.38 - $42.98 per hour (based on qualifications).  With tenure and strong performance in this role an employee may earn up to a maximum of $51.58, per hour.

Introductory Period: New employees holding regular positions must complete an introductory period of twelve months.

In addition to competitive wages Chelan PUD employees also enjoy outstanding benefits which include zero cost employer funded medical, dental, and vision healthcare benefits, access to the employee assistance program, and a VEBA health reimbursement account.

Washington state retirement PERS participation and optional 457 plan participation with an employer matching 401(a) plan.

Leave, life & disability benefits including paid leave starting at 21 days per calendar year up to 35 with tenure, 12 paid holidays per calendar year, paid jury duty, short-term disability & long-term disability, and basic life, AD&D, and optional voluntary life.

The work life benefits include optional flexible spending accounts for healthcare and dependent care, educational assistance, various rewards and recognition programs and position specific stipends.

For more explanation of the district benefits please visit our benefits website www.mychelanpudbenefits.org.

Public Records Specialist

Overview
Reporting to the Program Manager, this position supports the administration of the District's records management and public records programs by coordinating public records requests, maintaining records management processes, and assisting with records retention and disposition activities. Reviews records responsiveness, performs redactions in accordance with established procedures, maintains records documentation, and provides customer service to internal and external stakeholders. Assists with records management projects and initiatives and supports District departments in complying with records retention requirements and public disclosure obligations.

Responsibilities

• Receive, track, and process public records requests in accordance with established procedures and in compliance with the Public Records Act. Coordinate responses with District departments, monitor deadlines, and maintain request-tracking systems. Prepare records for review, perform routine redactions, maintain exemption and response documentation, and assist with records production. Communicate clearly, both verbally and in writing, with requesters, and maintain proper records retention and management of requests. Work closely with supervisors and legal staff on records requests and responses.
• Coordinate records management activities including records classification, storage, retrieval, retention, and disposition for both hard copies and electronic files. Assist with records management of paper records stored at Rocky Reach Archives. Assist departments and Records Coordinators with records retention requirements and maintain records inventories and documentation. Work with information technology staff to support records management systems and organizations of electronic records.
• Assist with records management and public records projects, process improvements, records audits, training materials, and program implementation activities. Provide support to records coordinators and serve as a resource regarding records management procedures and practices.
• Maintain regular and predictable attendance: Perform related duties and responsibilities as required. Comply with District policies. Complete all required training. Maintain a working knowledge and comply with District safety procedures and specific safety requirements of this position, and those in accordance with applicable provisions of the Revised Code of Washington (RCW) and Washington Administrative Code (WAC).
• Maintain up to date knowledge of records management requirements and regulations.
• Maintain confidentiality of protected information.

Reports To
Program Manager - Records Management & Public Records Officer

Overtime exemption
Non-Exempt

Qualifications

Education

• Associate Degree (A.S.) in Business, Public Administration, Records Management, Legal Studies, or a related field required.

Experience

• 2+ years experience in records management, public records administration, legal support, compliance administration, document management, information governance, or related administrative functions is required.
• Experience administering records management, production and retention processes, particularly in a municipal entity context is strongly preferred. preferred.

Skills and Abilities
A fully skilled incumbent will have the following knowledge skills & abilities:

• Working knowledge of public records and records management principles, practices, and applicable regulations.
• Knowledge of the Washington State Public Records Act (RCW 42.56) and related model rules (WAC 44-14).
• Knowledge of records retention, storage, retrieval, and disposition processes.
• Ability to review records and apply established redaction and disclosure rules and procedures.
• Ability to research, organize, and maintain records and documentation with a high degree of accuracy and attention to detail.
• Ability to manage multiple assignments, prioritize work, and meet deadlines.
• Ability to exercise sound judgment and maintain confidentiality of sensitive information.
• Ability to establish and maintain effective working relationships with employees, external agencies, and members of the public.
• Ability to communicate clearly and effectively, both orally and in writing.
• Proficiency with standard business software applications and electronic records management systems.
• Must be proficient in reading, writing and speaking English.

Physical Demands

• Sitting Frequent 34-66%
• Standing Frequent 34-66%
• Walking Occasional 11-33%
• Stooping/Bending Occasional 11-33%
• Reach Waist to Shoulder Occasional 11-33%
• Wrist/hand/fingers manipulation (keyboarding, mousing, etc.) Frequent 34-66%
• Repetitive Motions Frequent 34-66%
• Talking Frequent 34-66%
• Visual - Far Acuity Occasional 11-33%
• Visual - Depth Perception Occasional 11-33%

Working Conditions

• Noise Intensity Level: - Moderate

District Values

• Trust - We act with integrity, empathy, competence, and transparency, earning the confidence and respect of each other and the public we serve.
• Safety - We protect what matters most through the choices we make.
• Stewardship - We responsibly manage and thoughtfully oversee all resources entrusted to us for the benefit of future generations.
• Collaboration - We transform our deep expertise from individual advantage into shared power - partnering across teams to maximize our impact and secure our future.
• Courage - We boldly step into the unknown to do what matters, seeking opportunities to grow and lead.

Equal Opportunity/ADA
Chelan PUD is an Equal Employment Opportunity employer (EOE Minorities/Females/Protected Veterans/Disabled). We value diversity at all levels of the organization. All qualified applicants will receive consideration for employment without regard to any protected classifications as defined by law.

EEO Law Posters can be found on the main Careers (chelanpud.org) page in English and Spanish.

The job functions and physical requirements described above are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 

The statements contained herein reflect general details as necessary to describe the principal functions for this job, the level of knowledge and skill typically required, and the scope of responsibility. This 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.

As part of its recruiting process, Chelan PUD may engage a third-party vendor to perform previous employment verification, education verification, and reference checking. 

Chelan PUD is an Equal Employment Opportunity employer.

 We value diversity at all levels of the organization. All qualified applicants will receive consideration for employment without regard to any protected classifications as defined by law.

EEO Law Posters can be found on the main Careers page in English and Spanish. 

Chelan PUD will not be offering any work visa sponsorship for this role.

Pay Transparency Nondiscrimination Provision

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-I.35(c)