Records Management Specialist

This position may require being in office 2-3 days per week. Why It's a Great Opportunity As a Records Specialist, you will serve as the Human Resources Department's primary Public Records Officer, managing HR records and responding to public records requests in compliance with state law, County Code, and County policy. You will gather, review, analyze, redact, and release highly confidential records—including personnel, recruitment, and investigation files—working with subject matter experts and IT to locate records while protecting confidential information. Using tools like Adobe Pro and Excel you will also oversee and organize how HR records are stored, archived, and securely destroyed, while leading the development of a department-wide records management plan that improves processes, reduces storage needs, and ensures compliance. In addition, you'll provide guidance to staff on records management practices and support HR tasks such as personnel file reviews, employment verifications, I9 document verification etc. Why It's a Great Department Pierce County Human Resources supports the workforce that supports all of Pierce County. We deliver innovative, specialized services to support a high-performing and diverse workforce. We provide guidance, support and expertise on performance management, protected leave, County policies, state law and many other topics. You’ll join a collaborative, professional, and mission-driven team committed to serving all County employees. The Human Resources department embraces a modern work environment where members of our team have flexibility and autonomy. Within the department hybrid and remote work are the norms, and we maintain a consistent, intentional focus on continuous improvement, the pursuit of excellence, and a welcoming workplace culture. How to Be Successful in the Role You’ll be successful in this role if you're customer-focused, detail-oriented, adaptable, like solving problems and analyzing information. You'll enjoy balancing independent work with collaboration, using sound judgment to make decisions while knowing when to seek help from the Employee Support Services Manager or legal counsel to make sure we are compliant with applicable laws and regulations. Success also comes from experience handling large volumes of highly confidential records, managing competing priorities, and staying organized in a fast-paced environment. Because public records laws and records management practices continue to evolve, you'll be curious, proactive, and committed to continuously building your knowledge. Your Future in this Role This is a chance to expand your current skillset with a wide scope of work and future advancement opportunities. You will work under supportive leadership that develops and trains their employees. Pierce County offers professional development through robust online learning and other training opportunities throughout your career to ensure your success. This position exposes you to County-wide knowledge that will set you up to multiple career growth and promotional opportunities in Pierce County to build a great career. Core Daily Responsibilities Ensure timely, adequate and organized responses to public records requests, claims and litigation. Assure compliance with applicable laws governing the release of public records and may confer with department's management or attorney. Research all applicable rules and regulations concerning records retention, maintaining current knowledge of statutes and regulations pertaining to public records, presenting system change recommendations to managers and supervisors, and implementing decisions. Attend conferences, seminars, and meetings as required. Manage the department records management system by analyzing users needs for information, researching information technologies, and developing filing and retrieval, indexing, retention, scheduling, storage, micrographics, reprographics, processing and disposal systems for records. Develop and implement procedures, guidelines and controls for storage, retrieval, tracking and filing of active and inactive records. Arrange facilities, packing, labeling and transfer of records. Coordinate and schedule purging, archival and disposal of records including records with historical value. Organize storage areas. Requirements Any equivalent combination of education and experience or demonstrated ability to perform the duties of the position may substitute for the recruiting requirements. Three or more years of related public sector records retention, storage, and retrieval experience required. Intermediate to advanced experience with Excel and Adobe Pro on a daily basis. Preferred Qualifications Certification as a Public Records Officer (CPRO). Experience working with complex, multi-format records systems and electronic document management and conversion. Knowledge of and experience using GovQA or a similar PRR customer portal. Knowledge of and experience using OpenText or a similar Electronic Content Management system. Experience working with directly related complex, multi format records systems and electronic document management and conversion highly desired. As a condition of employment, the applicant will need to authorize and complete a background check. Information received from the background check is reviewed case-by-case and will not necessarily remove an applicant from consideration. Our Welcoming Workplace Commitment Pierce County is committed to fostering a Welcoming Workplace where employees are supported, respected, and able to thrive. We believe a strong public workforce is representative of the community it serves and that fair and just access to opportunity strengthens public service. #J-18808-Ljbffr