Records Specialist

Records Specialist

As a Records Specialist, you will serve as the Juvenile Court Department's primary Public Records Officer, responding to public records requests in compliance with GR31.1, state law, County Code, and County policy. You will gather, review, analyze, redact, and release highly confidential records—including Court administrative records—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 requests such as personnel file reviews and employment verifications.

Pierce County Juvenile Court is an innovative leader in the youth justice field. It is home to where reform policies, practices, and programs are nationally recognized. Pierce County Juvenile Court was one of two sites in the nation to be selected to pursue Probation Transformation in partnership with the Annie E. Casey Foundation. The Juvenile Court system is proud to be a national leader in working with young people and families to address systemic racism and improve outcomes for all people in our community. Even with the successes in our reform journey, we know that there is more work to do as the structure of our current system is designed to produce disparate outcomes for BIPOC children and families, as well as marginalized communities.

Our Guiding Principles

We Practice Gratitude: Put relationships first and be thankful; a readiness to show appreciation for others and return kindness.

We Value Differences: Appreciate and embrace differences in opinions, cultures, and experiences.

We Maintain a Growth Mindset: Effort and perseverance are important; giving and receiving feedback is critical to improving skills and establishing grit. The focus is on the process; outcomes will follow.

We Choose Courage Over Comfort: Willing to face challenging tasks and engage in difficult conversations with grace. We support each other in all times.

We Practice Authenticity: Be genuine, speak your truth, and seek understanding of experiences that differ from your own.

How to be Successful in the Role:

We are looking for flexibility, exceptional interpersonal skills, strong planning and organizational skills, as well as an adept writer for correspondence needs. Bring in your understanding of customer service and modern administrative practices along with a "can do" approach and you will thrive in this role. With your exceptional communication skills, you will be communicating in person and through a variety of electronic modes (phone, email, instant messaging, video conferencing) to assist customers and support your team. Multi-taskers, those with a high fluency in Microsoft Office Suite of programs (Word, Excel, PPT, and Outlook), and quick learners will be successful in this environment.

Your Future in this Role:

As the justice system continues to improve and reform, we welcome forward-thinking, creative, and compassionate people who thrive working in everchanging and innovative environments. This position has opportunities for professional development, leadership, and training, as well as creating many connections within child welfare, education, race equity, mental health, substance use treatment, community resources, and other areas that impact the young people and families we serve.

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.

Our Recruitment Practices:

This is a competitive and meritorious selection process. Pierce County applications are reviewed by human hiring staff in accordance with the qualifications listed for the position. Pierce County Juvenile Court understands applicants may use AI tools when preparing application materials. We recognize these tools can make the process easier; however, we ask that everything you submit genuinely reflects your own experience, skills, knowledge, and writing style.

During the interview process, you may be asked to demonstrate your skills, including writing and subject knowledge, and to speak to your experience in your own voice. Applicants should be prepared to respond to interview questions without relying on AI-generated responses or reading prepared answers from a screen. Any misrepresentation may result in disqualification or separation.

Applicants whose qualifications most closely align with the County's needs will be eligible for further consideration. Notification of application status typically occurs within two to three weeks after the closing date. Some applicants may receive short notice to participate in additional selection steps, which may include assessments, phone screens, or interviews.

Upon offer, compensation is based on a range of job-related factors, including the requirements of the role, your skills and experience, and internal pay equity.

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.

Guided by the County Executive's Forward Together mission, Pierce County works to build communities that are safe, welcoming, and connected. This same commitment shapes how we recruit, develop, and retain our employees. County employees make a direct and visible impact in the lives of residents every day, and we invite you to join us in helping keep Pierce County a place people are proud to call home.

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. Please attach a current resume and cover letter with your application. Failure to attach this will result in an incomplete application. Intermediate to advanced experience in Excel and Adobe Pro.

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.

Thank you for considering Pierce County Juvenile Court as a potential employer. Juvenile Court employees are directly responsible for the supervision and/or care of young people under the age of eighteen. As such, all applicants undergo an extensive application process, as well as a thorough background investigation. The background investigation may include, but is not limited to an interview; employer reference checks; polygraph test; criminal records, driving records, and financial history check. Failure of any portion of the background investigation will be "cause" for removal from consideration.

To be considered for this opportunity please:

Complete and submit an online Pierce County Employment Application by selecting "APPLY" above or go to: .

REQUIRED - Upload a current resume and a cover letter. Your cover letter should include what interests you in this role and how you meet or exceed the qualifications. The cover letter will be used as an assessment of your writing and accuracy skills.

Attach the following documents to your online application if applicable:

• High School or College transcripts/diploma
• Other documents which you feel would facilitate this process or assist us in determining your suitability for the position. Examples: job performance evaluations, awards, certificates, decorations, etc.

Other Important Information:

• If you do not have internet access, you may visit your local public library or any Work Source location and use their computers.
• Individuals needing accommodation in the application and testing process or need this job announcement in an alternative format may call Juvenile Court Administration at View phone number on click.appcast.io at least two days before the need.
• This is a competitive selection process. Your application form, supplemental question responses, resume, and cover letter will be reviewed and evaluated for the quality and quantity of education/experience in the areas listed. Applicants whose qualifications most closely correspond to the County's needs will be eligible for further consideration. Short notice may be given to applicants to participate in further selection processes which may include