Public Records Analyst

Public Records Analyst

The ideal candidate is a self-motivated individual with experience in processing public records requests, eager to make a positive impact on the organization and community. This person will be committed to excellence in customer service and have strong communication, analytical, and organizational skills to handle highly visible and time-sensitive work. Possessing the ability to compile request metrics for monthly and quarterly reports and follow developments in Public Records Act case law and best practices is key. Public records officer, paralegal and/or municipal clerk certification are desirable.

The Public Records Analyst works under the direction of the City Clerk to coordinate responses to requests for records by processing requests and communicating with requestors for clarification when needed. The Public Records Analyst works closely with the City Clerk and City Attorney to evaluate exemptions and make appropriate redactions, collaborates with staff from other departments to ensure timely and appropriate response and maintains necessary documentation and statistics. The work is complex, confidential and sensitive, and requires tact, discretion, attention to detail, and critical thinking.

The City of Bainbridge Island is a vibrant community with small-town feel, 52 miles of scenic shoreline and densely forested areas. Our employees are the most important asset in preserving and enhancing the special character of the Island, and in responding to the community's needs. The City provides competitive salaries, outstanding benefits and professional growth opportunities.

Essential Functions

• Assists with public records disclosure by coordinating records responses in compliance with the Washington Public Records Act.
• Administers public disclosure software used for online requests and tracking.
• Works with the IT Manager to conduct searches of the City's email archive system.
• Assists with training on public records compliance.
• Communicates with requestors to ensure timely and full assistance on public disclosure requests.
• Clarifies and prioritizes elements of requests, estimates reasonable timeframes for responses, and documents actions clearly in writing.
• Provides preliminary research on the location of responsive records and collaborates with departments on production of records responsive to requests.
• Reviews collected records to ensure the records are responsive, complete and responsive to the request.
• Conducts research and analysis to determine if collected records contain material that is exempt from release and coordinates with the City Attorney for review of records determined to be exempt. Redacts exempt information before releasing records.
• Develops and maintains a variety of reports documenting volume and complexity of requests and work effort required to comply with State law, policies and procedures.
• Assists the City Attorney in establishing and maintaining legal holds and collects records in response to litigation and discovery requests.
• Provides backup, as needed, for other functions of the City Clerk.
• Performs special projects in support of the City Clerk.
• Maintains timely and regular attendance.
• Other duties as assigned.

Qualifications

A bachelor's degree in records/information management, library science, business, paralegal studies, or a related field and 3 years of progressively responsible administrative/clerical experience; OR any combination of experience, education and training that would provide the level of knowledge and ability required. Paralegal, municipal clerk, and/or public records officer certification is desired. Knowledge of:

• Records management and public disclosure laws, regulations, and policies.
• Best practices in project management.
• Research methods and analytical tools.
• City organization, operations, policies, and procedures.

Ability to:

• Gather records, organize information, and provide timely responses.
• Work in a complex records and information environment involving application and interpretation of rules, regulations, and policies.
• Analyze large volumes of complex information under strict legal deadlines.
• Maintain strict confidentiality and exercise discretion and sound decision making when handling sensitive information.
• Work with technical staff to access records in electronic file formats from various storage systems.
• Maintain accurate records and reporting processes.
• Handle multiple and competing deadlines and priorities, organize and manage workload, and make decisions necessary to respond to information requests in an expeditious manner.
• Assist with training to department staff on public records compliance.
• Support and model the identified vision, values and behaviors of the organization.
• Establish and maintain effective working relationships
• Use initiative and independent judgment within established procedural guidelines.
• Operate a personal computer utilizing a variety of standard and specialist software.
• Communicate effectively both orally and in writing.

License and Certification Requirements:

• Successful completion of a pre-employment background check is required.
• Ability to obtain Public Records Officer certification within two (2) years of hire.

Additional Information

The salary range is $38.53-$48.34 per hour. The hiring range is $38.53-$43.14 per hour. Step increases are attained annually based on satisfactory performance. The Public Records Analyst position is eligible for a hybrid work schedule. Regardless of position or telecommuting authorization status, city employees must reside in Washington and within a reasonable distance to their regular work location. Work is primarily performed in an office which is busy, oriented to public service and subject to occasional work interruptions. Noise level is moderate. Continuous repetitive arm/hand movement is essential to performance. The incumbent in this position must be able to discern voice conversation, have the physical ability to perform essential job functions, and have hand-eye coordination sufficient to operate computers, do keyboarding and operate other office equipment. The incumbent must have the ability to produce legible handwritten documents and may need to push, pull, lift and carry up to 20 pounds.