Temporary Records Management Specialist

Job Summary

Note: This role is a Temporary opportunity with an anticipated end date of December, 31 2026. The anticipated end date is subject to departmental and budgetary considerations.

Assist in researching, analyzing and carrying out City records management tasks, policies and programs. Perform administrative and records management tasks including the indexing and maintenance of official City records to comply with statutory requirements. The Accountabilities and Responsibilities of this position may be assigned to fulfill either departmental programs or City-wide functions.

Principal Accountabilities

• Creates processes and systems to maintain official City records, which includes indexing, filing, retrieval and other means as appropriate to the type of record. Coordinate on-site and off-site storage, document tracking, and adherence to records retention rules and schedules.
• Review agreements and contracts to make sure all required insurance and other documentation requirements are fulfilled.
• Review, verify and balance invoices and submit invoices for payment as appropriate.
• Assist with preparing appropriate responses to requests for information and/or public disclosure.
• Assist with data collection, auditing and reporting of information in response to requests or legal requirements.
• Processes, retains and disseminates confidential records and information in compliance with all applicable laws and policies.

Essential Responsibilities

• Maintain subject, contract, property, and other official files. Includes year-end file system transfer of inactive files to vault, onsite storage, offsite storage or destruction. Assist with the gathering of material in response to public disclosure requests, or other legal requirements and assures billing, reconciling, recordkeeping and reporting to comply with audit and policy requirements.
• Review contracts for completion and coordinate the indexing of deeds, contracts, resolutions, ordinances, minutes, concomitants, covenants and easements. Perform the indexing in the absence of support staff and demonstrate proficiency in the use of related software programs.
• Update and maintain materials in public resource area for compliance with state statutes
• Orchestrate on-site and off-site records program, including processing and tracking of records requests, returns and transfers.
• Copy and distribute City Council legislative documents (ordinances, resolutions, minutes) following City Council meetings, making sure all documents are signed and transmitted for publication in accordance with state law and recorded where applicable.
• Work with vendors or contractors for records related services such as microfilming, off-site storage, ordinance codification and records destruction.
• Arrange for periodic microfilming of legislative records; distribution of microfilm for public access, to offsite storage and to State Archives.
• Provide ongoing assistance in the form of records related research & problem solving to City staff. Provide assistance to City departments in determining records retention.
• Coordinate codification with vendor for updates to the Kirkland Municipal Code and ensure distribution of code supplements.
• Scans materials for records retention and access.

Peripheral Responsibilities

• Provide backup assistance in the form of meeting scheduling, distribution of materials, photocopying, and other tasks as assigned.
• Performs other duties as assigned.

Why Kirkland?

Ranked as one of the most livable cities in America, Kirkland is an attractive and inviting place to live, work, and visit. We have big city vision while maintaining a small-town, community feel. If you are a candidate with the desire to join an organization looking to innovate into the future, the City of Kirkland is the place for you!

If you ask our employees why they love where they work, they will tell you about the great people, work environment, supportive leadership and City Council, and innovation.

We also invest in you!

Competitive Wages: We strive to maintain competitive compensation packages and work to provide wages that meet the knowledge, skills, and abilities of our employees.

Awesome benefits: The City offers benefits that are unmatched by most other employers. Please click on the benefits tab above to view more details.

Childcare Programs: To help address the challenge of reliable childcare, the City of Kirkland has agreements with two local childcare providers that offer discounted rates for our employees at 10 locations within 20 miles of Kirkland. Learn more!

Training and Career Development: The City of Kirkland believes in developing its employees. You will have access to training opportunities designed for career development and advancement based on your position, skills, and interests.

Knowledge, Skills and Abilities

• Position requires ability to communicate effectively both orally and in written form.
• Computer skills in word processing, spreadsheet and database software programs.
• Requires ability to stand/sit for long periods of time, bend, squat, kneel, climb stairs, use stepladder, reach, pull and lift boxes not to exceed 40 pounds in weight, ability to sort and distinguish colors.
• Must be able to multi-task, prioritize work and meet deadlines.
• Must have excellent problem-solving and customer service skills.
• Ability to read and understand procedures.
• Skills in creating and maintaining records, files / filing systems, and databases.
• Keyboard skills with the proficiency of 40 words per minute.
• Ability to remain flexible to changing priorities; exercises a high level of detail orientation and follow-through on tasks to completion.
• Must maintain confidentiality of information.

Qualifications

Minimum Qualifications High school graduate or equivalent. A minimum of three years experience in records management or related field inclusive of two years experience providing customer service to the public. Must have basic to intermediate computer experience.

Other

Working Conditions Work is generally performed in an office environment.

Position requires a resume and cover letter for consideration of application. Please note how you meet minimum qualifications within the cover letter. Applicants who are selected for next steps in the hiring process will be invited by phone or e-mail. Candidates are encouraged to apply at the earliest possible date as screening, interviewing, and hiring decisions will be made through the recruitment period, until such time as the vacancy is filled. Job is open until filled with first review by 15th day of original posting date.

The City of Kirkland is a welcoming community where every person can thrive and grow. We value diversity, inclusion, belonging, and work together to support our community. We do this by solving problems, focusing on the customer, and respecting all people who come into the City whether to visit, live, or work. As an Equal Opportunity Employer, we are committed to creating a workforce that does not discriminate on the basis of race, sex, age, color, sexual orientation, religion, national origin, marital status, genetic information, veteran status, disability, or any other basis prohibited by federal, state or local law. We encourage qualified applicants of all backgrounds and identities to apply to our job postings. Persons with a disability who need reasonable accommodations in the application or testing process, or those needing this announcement in an alternative format, may call View phone number on click.appcast.io or Telecommunications Device for the Deaf at 711.

Final candidates for this position will be required to successfully complete a background check, consistent with applicable law.