Public Records Officer

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Public Records Officer

Salary

$70,848.00 - $122,772.00 Annually

Location

Thurston County – Olympia, WA

Job Type

Exempt

Job Number

2023-13003

Department

House of Representatives

Opening Date

10/05/2023

Closing Date

Continuous

Description

Washington State House of Representatives

Exempt Recruitment Announcement


Public Records Officer

 

OPENS:

October 05, 2023

CLOSES:

Review of applications is ongoing. The hiring authority reserves the right to make a hiring decision or close this recruitment at any time. It is in the applicant’s best interest to apply as soon as possible.

REPORTS TO:

House Counsel

LOCATION:

Thurston County -- Olympia, Washington

SALARY:

$70,848 - $122,772 annually

 

(The above reflects the full salary range, 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 Officer is a nonpartisan position within the House Administration that is responsible for managing the public records function for the House of Representatives, serving as the point of contact for all public records requests, and ensuring that the production of requested records are consistent with state and federal laws.  This position leads a team of public records staff, involves supervisory responsibility, and requires strong organization skills and attention to detail. 

 

How You’ll Be Expected to Contribute:

  • Manage House responses to the public records requests under the Washington State Public Records Act (chapter 42.52 RCW).
  • Manage and oversee the work of the public records unit.
  • Monitor, coordinate, and assign tasks or requests to public records staff and review completed requests before release.
  • Identify records and coordinate the production of public records with record holders to meet legal deadlines. 
  • Serve as the primary point of contact with requestors and facilitate responses. 
  • Review responsive records for redactions and withholding exemptions and apply redactions prior to release. 
  • Search email archives for email communications responsive to requests. 
  • Develop and implement procedures, guidelines, and control for storage, retrieval, tracking, and filing of active and inactive records; ensure records are maintained, disposed, or archived according to retention schedule. 
  • Develop, implement, and maintain policies and procedures for public records requests. 
  • Work with House Counsel in the development and presenting of training for members and staff on public records, record retention, and record management. 
  • Evaluate, analyze, and make recommendations regarding public records requests and records management. 
  • Respond to inquiries and requests from legislative members, staff, and the public (answering phones, emails, and face-to-face contacts) on public records and records management issues.
  • Serve as liaison with Leg-Tech on software and other technical issues related to public records. 
  • Use discretion to triage confidential and sensitive information.
  • Monitor and analyze changes to public records laws and regulations, either through legislation or case law and make recommendations for the implementation of policy and procedure updates to ensure compliance. 
  • Multi-task and prioritize tasks within competing deadlines, and also willing to work the long, irregular hours that are common during legislative sessions.

Qualifications

The Successful Candidate Will Meet These Qualifications:

 

Option 1:

  • Nine (9) years of professional experience working with public records and records management. AND
  • At least 2 years of experience supervising or managing a public records or related team. 

Option 2:

  • An Associate’s degree in business, public administration, program management, human resources or closely allied field. AND
  • Seven (7) years of professional experience working with public records and records management. AND
  • At least 2 years of experience supervising or managing a public records or related team.

Option 3:

  • A Bachelor’s degree in business, public administration, program management or closely allied field. AND
  • Five (5) years of professional experience working with public records and records management. AND
  • At least 2 years of experience supervising or managing a public records or related team.

Option 4:

  • An Advanced degree in business, public administration, program management, or closely allied field or a juris doctor degree. AND
  • Three (3) years of professional experience working with public records and records management. AND
  • At least 2 years of experience supervising or managing a public records or related team.

Desirable/Preferred Qualifications:

  • Certified Public Records Officer from the Washington Association of Public Records Officers (WAPRO) or Certified Records Manager certification from the Institute of Certified Records Managers (ICRM).
  • Project management certification and/or training skills, and experience.
  • Experience providing records management services to include records scheduling and inventory.
  • Knowledge of information governance principles/practices; general understanding of information technology.
  • Experience working with elected officials, the Washington State Legislature or other comparable environment is desirable.
Note: Diverse backgrounds in education and experience could be successful in this role and will be considered. Candidates with any combination of experience that demonstrates the ability to perform the work will be considered.

Supplemental Information

Conditions of Employment/Working Conditions:

This position requires an onsite/in-person presence in Olympia during session and must be able to frequently 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 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 combined in one document: 

(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 House ADA Coordinator Kyle Overmiller at kyle.overmiller@leg.wa.gov or 360-786-7271, 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.

More than Just a Paycheck!
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.

We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

Read about our benefits:
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.

Note:  If the position offers benefits which differ from the following, the job posting should include the specific benefits.

Insurance Benefits
Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.

Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.

To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.

Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.

Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.

The Washington State Employee Assistance Program promotes the health and well-being of employees.

Retirement and Deferred Compensation
State Employees are members of the Washington Public Employees' Retirement System (PERS).  New employees have the option of two employer contributed retirement programs.  For additional information, check out the Department of Retirement Systems' web site.

Employees also have the ability to participate in the Deferred Compensation Program (DCP).  This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Social Security
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.

Public Service Loan Forgiveness
If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

Holidays
Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.

Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.

Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.

Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.

Sick Leave
Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.

Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.

Vacation (Annual Leave)
Full-time employees accrue vacation leave at the rates specified in WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.

Part-time employees accrue vacation leave hours in accordance with WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.

Pay status includes hours worked, time on paid leave and paid holiday.

As provided in WAC 357-58-175, an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165. 

Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.

Military Leave
Washington State supports members of the armed forces with 21 days paid military leave per year.

Bereavement Leave
Most employees whose family member or household member dies, are entitled to three (3) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.

Additional Leave
Leave Sharing
Parental Leave
Family and Medical Leave Act (FMLA)
Leave Without Pay

Please visit the State HR Website for more detailed information regarding benefits.

Updated 12-31-2022

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