Administrative Assistant - Public Records

Administrative Assistant Public Records

The position of Administrative Assistant Public Records, is done for the purpose of supporting the public records function of the District.

The Bellevue School District is committed to a diverse workforce representative of our students, one that embraces and models cultural competency as an international community.

Duties and Responsibilities

Serves as the secondary point of contact for public records requests

Receives, logs, and tracks new public records requests using GovQA software

Maintains accurate records of communications, timelines, and actions taken

Identifies staff who may have records responsive to requests and coordinates record retrieval

Manages deadlines for complicated/multi-installment requests, including setting calendar due dates and progress updates

Reviews, redacts, and prepares records for release

Constructs and completes thorough, appropriately documented record searches

Maintains legal compliance with PRA and FERPA requirements

Exercises independent judgment in determining exemptions and timelines

Identifies issues that require legal input for complex, sensitive, or high-risk requests

Monitors the public records inbox and runs daily all-District checks for requests sent to staff

Coordinates with departments, schools, and individual records custodians to identify, collect, review, redact, and produce responsive records

Provides assistance to requestors, including clarifying requests and explaining processes and procedures

Collaborates with administrators, school staff, and legal affairs team members to ensure compliance with complex requests

Maintains a service-oriented approach to requestors, many of whom may be difficult or aggressive; ability to diffuse conflict and set boundaries as necessary

Ensure strict compliance with laws governing exempt materials under PRA, FERPA, etc.

Performs other job-related duties as assigned.

Reporting Relationships

Reports directly to and is supervised by the Public Records Officer

Education and Experience

Required:

High school diploma or equivalent

Three years' experience in administrative support or office management

Preferred:

Experience working in a legal, municipal, or records management setting

Allowable Substitutions:

Experience supporting compliance processes, handling confidential information, or managing high-volume administrative workflows

Licensing Requirements

None

Knowledge

Knowledge of the Washington PRA or ability to learn quickly

Possesses exceptional organizational skills

Demonstrates working knowledge of Microsoft 365 products

Excellent written and verbal communication skills

Dependable, organized, consistent

Skills

Exercises independent judgment in determining exemptions and timelines

Manages complex, high-volume requests with accuracy

Remains flexible when priorities or tasks shift

Focuses on large-scale redaction projects with close attention to detail

Maintains strict confidentiality as required

Demonstrates customer service skills with a focus on timely and clear communication both verbally and in writing

Possesses ability to diffuse conflict and set boundaries as necessary

Complies with best practices outlined by the Attorney General's office and case law

Demonstrates multicultural sensitivity with the ability to effectively and collaboratively work with diverse populations

Ability to perform all duties in accordance with all applicable Board policies and district and legal requirements

Ability to meet and maintain punctuality and attendance expectations

Physical Requirements

Positions in this class typically require: stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, finger dexterity, grasping, talking, hearing, seeing, and repetitive motions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Incumbents may be subjected to moving mechanical parts, odors, chemicals, extreme temperatures, inadequate lighting, workspace restrictions, and intense noises.

Conditions of Employment

AISP pay grade D $ 32.09 to $ 34.04/hour (starting hourly rate $ 32.09) based on negotiated collective bargaining agreement, 40 hours/week and a 260-day annual assignment. Medical, dental, vision, long-term disability, and life-insurance eligibility is based upon 630 hours worked within a school year. Retirement provided through Washington State Department of Retirement Systems.

The above job description is intended to represent only the key areas of responsibilities for this position. Specific duties and position assignments may vary depending on the operational needs of the department.

Verification of identity and authorization to work in the United States must be completed. The District does not currently provide visa sponsorship. All offers of employment are contingent upon satisfactory results of background checks with prior employers/professional references; satisfactory outcome of a criminal history background check (includes fingerprinting); satisfactory outcome of sexual misconduct information from prior school district employers; and approval by the Bellevue School Board.

Bellevue School District does not discriminate in any programs or activities on the basis of sex, race, ethnicity, creed, religion, color, national origin, age, honorably discharged veteran or military status, sexual orientation, gender expression, gender identity, homelessness, immigration or citizenship status, the presence of any sensory, mental, or physical disability, neurodivergence, or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts of America and other designated youth groups.

Civil Rights, Racial Discrimination, and Gender Expression or Identity Discrimination: Civil Rights/Nondiscrimination Compliance Coordinator Nancy Pham, View phone number on click.appcast.io or View email address on click.appcast.io.

Sex-based Discrimination, including Sexual Harassment: Title IX Coordinator: Jeff Lowell, View phone number on click.appcast.io or View email address on click.appcast.io.

Disability Discrimination: Section 504/ADA Coordinator: Kerince Bowen, View phone number on click.appcast.io or View email address on click.appcast.io

Mailing address for all three: 12111 NE 1st Street, Bellevue, WA 98005.

Members of the public with disabilities who have specific concerns about the effectiveness of the District's communications to them should contact Janine Thorn, Chief Communications and Engagement Officer, at View phone number on click.appcast.io or View email address on click.appcast.io.