Public Records Specialist

Note: Current Employees must use the Workday Dashboard career section to apply for this position. Job Summary GENERAL PURPOSE This position supports the Spokane County Public Records Officer (PRO) and/or department assigned to oversight, management and coordination of public records requests and public disclosure functions, including response to all public records requests directed to the Department. The incumbent acts in accordance with legal and policy mandates for County departments and offices, serving as a central point of contact and coordinating responses to complex and sensitive public records requests. Essential Job Functions Receives, reviews and logs all verbal and/or written public records requests sent to the Public Records Office and/or assigned department. Identifies and assigns requests to the appropriate lead department and contributing department(s). Coordinates requests when multiple departments will be responsible for the response. May take the lead on record compilation and response where appropriate. Assesses the scope of requests, processes and responds within required time constraints. Locates and gathers large volumes of records, reviews them for responsiveness and completeness, makes determinations on statutory exemptions, and documents those decisions. Redacts information in public records that is exempt from disclosure and creates exemption logs citing the reasons for and statutes relied upon. Researches, analyzes and interprets relevant RCWs, WACs, federal regulations and case law regarding public disclosure. Serves as a subject‑matter expert, providing consultation and expert advice to County staff, elected officials and department heads. Consults and coordinates with the PRO and/or legal counsel regarding public disclosure. Provides input to the PRO on the development and/or revision of practices and procedures to ensure countywide efficiency, consistency and best practices. Designs, updates and maintains files, forms, logs and tracking systems used in the record search and response process. Develops effective working relationships with requestors and provides timely responses, communicating the status of requests from receipt to fulfillment. Corresponds in accordance with the Public Records Act and County policies and procedures. Serves as a point of contact for the public, assisting in accessing information and records and fostering a culture of transparency. Resolves issues and concerns, preserving confidentiality and integrity of sensitive records. Stays current on legislative and case law affecting records management and public disclosure, communicating updates to County employees. Develops and conducts public disclosure and records retention training for County staff, department heads and elected officials. Performs various administrative functions, including managing training records and making travel and training reservations. Performs other related duties as required or assigned. Additional prosecutorial duties: prepares standard and complex agreements, resolutions, notices, motions and orders; prepares answers to complaints, interrogatories, exhibits and other legal pleadings; reviews legal documents using Westlaw; checks accuracy of statutes/ordinances to ensure they have not been repealed or modified. Education and Experience Requirements Associate’s degree from an accredited college or university in Paralegal Studies or a related field. Two (2) years of experience performing extensive research duties, data collection and analysis, and the organization/maintenance of electronic records. Equivalent combination of education and/or experience may be considered. Must complete Public Records Act training within four (4) weeks of hire. Must obtain CJIS and CPRO access within a timeframe determined by Management. Successful completion of a background check meeting criteria for a security‑sensitive position. Knowledge, Skills, and Abilities Knowledge of federal, state and local laws, rules and regulations related to public records disclosure and retention schedules. Knowledge of principles and practices of public records disclosure. Knowledge of research methods and electronic records management. Knowledge of effective customer service principles and group facilitation for training. Skilled in communicating effectively both orally and in writing, providing work direction and receiving it. Skilled in establishing and maintaining effective working relationships with internal and external customers. Skilled in the use of personal computers and related software and in presenting and instructing adults. Ability to read, review and interpret a wide variety of records and documents for public disclosure. Ability to research and interpret related RCWs, WACs, federal regulations and case law. Ability to work independently and accurately, managing multiple priorities and competing deadlines. Ability to exercise sound judgment and thorough knowledge of state regulations and county policies, procedures, etc. Ability to maintain strict confidentiality of sensitive documents, records and information. Ability to develop and maintain effective and efficient electronic records management systems. Ability to learn and use related computer programs. Ability to organize large volumes of records and documents. Ability to maintain accurate documentation (logging of receipt, exemptions, etc.) in compliance with the Public Records Act. Working Conditions The work environment is primarily inside, with moderate noise and temperature levels. Total Compensation Salary: $46,195.50 - $64,681.50 annually ($3,849.63 - $5,390.13 monthly, $23.69 - $33.17 hourly). Total compensation is estimated at $59,130 - $82,792 annually, based on base compensation, median retirement fund contributions, and current employer‑paid health and related benefit contribution rates. Actual total will vary depending on each employee’s enrollment choices. #J-18808-Ljbffr Spokane County