Administrative Assistant for Public Records

Administrative Assistant For Public Records

The Northshore School District is committed to a diverse workforce that reflects our students and our community, one that embraces and models equity and cultural competency.

This posting is open until filled with the first review of applications occurring on Friday, June 12, 2026.

Job Summary: The Administrative Assistant for Public Records provides essential administrative and operational support to the District's Public Records Officer (Deputy Superintendent / CFO) in managing the district's compliance with the Washington State Public Records Act (RCW 42.56). Under the direction and supervision of the Public Records Officer, this position performs the day-to-day administrative functions of the public records program, including intake, tracking, document retrieval, redaction, and response coordinationensuring requests are processed accurately, completely, and within statutory deadlines.

Approximately 20% or less of this position's time may be directed to providing administrative support to the Director of Human Resources, as workload requires. All public records work is performed under the direct supervision and authority of the Deputy Superintendent / CFO as the designated Public Records Officer. This position exercises no independent legal authority over public records determinations; final decisions regarding exemptions, denials, and legal sufficiency of responses rest with the Public Records Officer.

This is a confidential classified position due to access to sensitive employee, student, and legal records. The incumbent must demonstrate a high degree of discretion, accuracy, and professional judgment in handling confidential information.

Duties and Responsibilities:

This list of essential functions is not exhaustive and may be supplemented as necessary in consultation with the employee(s) involved.

Public Records Request Administration (Primary ~80% or more)

• Receive, log, and acknowledge incoming public records requests submitted via mail, email, in-person, or online portal; assign tracking numbers and initiate files in the district's records management system.
• Monitor all active public records requests to ensure acknowledgment, extension notices, installment responses, and final responses are issued within statutory timeframes under RCW 42.56.
• Prepare and send standard written correspondence to requestors under the direction of the Public Records Officer, including acknowledgment letters, extension notices, clarification requests, installment production notices, and closure letters.
• Coordinate record retrieval by contacting district departments, school buildings, and administrators to gather responsive documents; track receipt and completeness of records collected.
• Perform initial review and organization of responsive records; flag documents that may contain potentially exempt information for review and direction by the Public Records Officer.
• Apply redactions to records as directed and approved by the Public Records Officer; document each redaction with the applicable statutory exemption citation.
• Prepare final records production packages for release, including cover letters, exemption logs, and redacted document sets, as directed by the Public Records Officer.
• Maintain complete, organized, and auditable files for each public records request, including all correspondence, records produced, exemption justifications, and communications with the requestor.
• Calculate and communicate fee estimates and collect fees consistent with RCW 42.56.120 and district policy, under the direction of the Public Records Officer.
• Maintain the public records request log and generate status reports for the Public Records Officer on a regular basis.
• Assist with scanning, converting, and organizing records in various formats (paper, electronic, email, digital media) to support disclosure or retention.
• Support the Public Records Officer in coordinating litigation holds and subpoena responses; ensure relevant materials are preserved and documented as directed.

Records Management Support

• Assist in maintaining the district's records retention schedules and filing systems consistent with RCW 40.14 and Washington State Archives requirements.
• Support the lawful disposition of records that have met retention requirements, including preparing destruction authorizations for review and approval by the Public Records Officer.
• Assist in organizing and preparing records for transfer to the Washington State Digital Archives or off-site storage as directed.

General Administrative Duties

• Manage correspondence, calendaring, and scheduling for the Public Records Officer related to public records program activities.
• Respond professionally to public inquiries regarding the public records request process, directing complex or sensitive questions to the Public Records Officer.
• Maintain working knowledge of the Public Records Act process, applicable exemptions relevant to K-12 school districts, and district policies governing public records, as needed to perform assigned duties accurately.
• Participate in training and professional development related to public records administration as directed.
• Perform other duties as assigned by the Deputy Superintendent / CFO.

Human Resources Administrative Support (Secondary ~20% or less)

• Provide general administrative support to the Director of Human Resources as assigned, which may include scheduling, correspondence, file organization, data entry, and coordination of routine HR administrative tasks.
• Handle confidential HR records and personnel information with strict discretion in accordance with applicable law, district policy, and collective bargaining agreement requirements.
• Assist with preparation and distribution of HR-related notices, correspondence, or documents as directed by the Director of Human Resources.
• Support HR office operations during peak periods or staff absences as workload permits and as authorized by both supervisors.

Reporting Relationships: Reports to the Deputy Superintendent/CFO.

Working Conditions: Work is performed in a standard office environment at the district's administrative offices. The position requires extended periods of computer use, keyboarding, and document review. Occasional lifting of files or records storage materials up to 25 pounds may be required. Some flexibility in schedule may be necessary to meet statutory public records response deadlines during periods of high request volume. Travel to district buildings for record retrieval may occasionally be required.

Minimum Qualifications:

Education

• High school diploma or equivalent required. Associate's degree or vocational training in office administration, legal assisting, business, or a related field preferred. An equivalent combination of education and relevant experience will be considered.

Experience

• Minimum two (2) years of experience in an administrative support role requiring management of confidential records, correspondence, and deadline-driven tasks.
• Prior experience in a public sector or K-12 school district environment preferred.
• Experience supporting a public records program, legal office, compliance function, or records management program strongly preferred.
• Experience with document management systems, case tracking software, or records management platforms preferred (e.g., GovQA, NextRequest, or comparable systems).

Preferred Qualifications

• Completion of Washington Association of Public Records Officers (WAPRO) introductory training or coursework in public records administration.
• Experience performing redactions and preparing records for disclosure in a government agency setting.
• Experience supporting human resources operations in a K-12 school district or comparable public agency.
• Bilingual skills a plus.

Knowledge, Skills, and Abilities

• Working knowledge of or ability to quickly learn the Washington State Public Records Act (RCW 42.56) and applicable records retention requirements (RCW 40.14) as they apply to K-12 school districts.
• Working knowledge of FERPA and student privacy protections relevant to records disclosure in a K-12 setting preferred.
• Strong organizational skills with demonstrated ability to manage multiple concurrent assignments, track deadlines, and prioritize effectively in a fast-paced environment.
• High level of accuracy and attention to detail, particularly in document review, redaction, tracking, and correspondence.
• Excellent written and verbal communication skills; ability to communicate clearly and professionally with the public, staff, and administrators.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook); ability to work with electronic document management systems, PDF editing tools, and redaction software.
• Ability to handle sensitive, confidential, and legally protected information with strict discretion and professionalism.
• Ability to work independently on assigned tasks within clearly defined parameters and to seek direction from the Public Records Officer when encountering unfamiliar situations or legal questions.
• Demonstrated reliability, punctuality, and professional demeanor in a district office environment.