Salary: $4,317.00 - $5,742.00 Monthly

Location : Thurston County, WA

Job Type: Regular Full-Time Employee

Remote Employment: Flexible/Hybrid

Job Number: 34R01536

Department: Public Works

Division: Administrative Services

Opening Date: 05/31/2024

Closing Date: 6/12/2024 11:59 PM Pacific

FLSA: Non-Exempt

Bargaining Unit: AFSCME CO

Summary of Duties

Thurston County Public Works is recruiting for a Records Specialist to join our dynamic, energetic, and innovative team. The successful candidate will provide technical and administrative support to the records management program, including acting as a liaison between the department and Thurston County Records Center and State Archives, processing public records requests, and maintaining inventories of both hard copy and electronic documents.

Essential functions may include, but are not limited to, the following:

Provide administrative and technical support to the department's hard copy and electronic records program, including reviewing, tracking, and monitoring record archival, retrieval, destruction, transfer, and storage of Public Works documents.
Process all department public records requests, to include notification to divisions of requests, searching various databases and files for responsive records, uploading documents into the GovQA system for review and approval, and ensuring compliance with both County and State policies.
Serve as the primary contact for Public Works records and Public Records requests with other departments, including the Records Center and the Prosecuting Attorney's office, as well as the Washington State Archive office.
Maintain an inventory of records, including type, location, and retention value and provide administrative support to help create and maintain both hard copy and electronic records maintenance plans for the department.
Train new employees on the records management process and public records requests as part of the new employee onboarding program.
Research and draft recommendations for procedures and policies related to the records management program.

To view the full job classification, click here: Administrative Assistant I - Records Specialist

Essential Personnel This position is considered to be an essential worker and may be required to work during non-business hours or closures in order to meet operational requirements and needs.

Message to potential applicants
We understand that some potential applicants are less likely to apply for jobs unless they believe they meet every one of the functions or skills listed in a job description. We are most interested in finding the best candidate for the job, and we understand that may be someone who will learn some of these skills on the job. If you are interested in this position, and meet the minimum qualifications, we encourage you to go ahead and apply! Feel free to think about how you will bring your own set of skills to the role and tell us about the potential that you hold.

The Thurston County Public Works Department , located in Olympia, Washington is a national award-winning agency in delivering quality projects to our community. Our mission is to provide quality public services in all areas of our business. We actively help our staff develop and grow professionally, we bring together resources across divisions to achieve organizational goals, we are always ready to respond to community needs, and we are an American Public Works Association accredited agency, consistently meeting industry best practices benchmarks.

Our Core Values:

Accountability - We take responsibility for our actions and the resulting outcomes.
Customer Service - We provide our customers with the highest level of service and quality.
Innovation - We strive to continuously improve processes, performance, and results.
Safety - We demonstrate an uncompromising commitment to safety.
Teamwork - We work together toward achieving a common recognized end.

Mission - to provide excellent public services in all areas of our business.
Vision - The premier public works organization, accountable and transparent in all services we provide to our community.

Inclusion, Equity and Diversity - Thurston County Public Works values the diversity of the people it hires and serves. To us, inclusion means fostering a workplace in which individual differences are recognized, appreciated, and responded to in ways that fully develop and utilize each person's talents and strengths. We are dedicated to recruiting and developing a talented workforce from various cultures, lifestyles, backgrounds, and perspectives who are committed to our vision and core values. Thurston County Racial Equity and Inclusion Webpage.

What we offer our employees:

Work-Life Balance : We are committed to ensure that our staff experience the reward of public service, while also sustaining a routine that suits each individual's lifestyle.
Plan For Your Future : As a member of our team, you will enjoy great employee benefits, including a retirement plan, pre-tax savings accounts, as well as comprehensive health care and dental/vision care for you and your family. Please visit Benefits 2024 Thurston County Employee Benefit Plans website for more information.
Paid Leave : Full-time regular employees earn a minimum of 12 paid vacation days per year in addition to 11 paid holidays .
Robust Training Program: Employees are encouraged to attend County paid training to help them further their career, learn new skill sets, and stay on top of emerging trends in our industry. We also encourage our staff to participate in professional organizations and attend conferences.
Flexible Work Schedules: Some of the options that employees may take advantage of include alternative or compressed schedules and/or remote working.
Deferred Compensation : The County offers 3 voluntary deferred compensation plans for employees who would like to set aside additional deferred tax dollars into a retirement savings plan.
Flexible Spending Account (FSA ) : Employees can take advantage of Section 125 flexible spending accounts for out-of-pocket health care and daycare expenses with pre-tax dollars.
Public Service Loan Forgiveness: This is a federal program that allows full-time public service employees who have made 120 qualifying payments for certain loans, to get their student loans repaid. Public Service Loan Forgiveness Program

Why you'll love it here:
Thurston County is located between Seattle and Portland in Western Washington's South Puget Sound Region. Perched in between the mountains and the ocean, the area boasts the perfect blend of year-round outdoor activities including boating, hiking, skiing, and more. The region is also home to the state capitol city of Olympia, known for its many restaurants, microbreweries, coffee shops, farmer's markets, kids' activities, history, and art events. Discover more about life in Thurston County at Experienceolympia.com

Qualifications

High School Diploma or GED and one year of college level coursework in office support, general business, or another closely related field.
Three years of general office experience, with at least two years in a senior level office support position which includes experience independently coordinating projects and creating complex documents and reports. Additional experience may substitute college education year for year.
Ability to use computer equipment and related software programs is required.
A current Washington State Driver's License may be required.

Desired Skills

Knowledge of records retention rules and regulations.
Knowledge of records management administration.
Knowledge of principles and practices of office management and work organization.
Ability to communicate effectively both orally and in writing.
Ability to analyze complex office problems and develop and recommend solutions.
Ability to establish effective working relationships with superiors, subordinates, other organizations and the general public.

Other Position Related Information

Questions about this recruitment?
The contact person for this recruitment is Kim Burnett, Administrative Services Manager, 360-867-2270

Information in this announcement is subject to change without notice at any time during the length of the job advertisement.

This position is:

Represented by a Union
Eligible for overtime under the Fair Labor Standards Act (FLSA)
Eligible for benefits

Items required for consideration:

Application
Resume
Letter of Interest
Supplemental Questions

Learn more about Thurston County at: Thurston County

Thurston County provides a comprehensive benefits package to all regular employees. The following is a brief summary of available benefits offered to county employees. Benefits are subject to change and may differ according to collective bargaining agreements. Plan documents and eligibility requirements are provided upon hire. This information is subject to change at anytime.

Health Care Benefits:

Thurston County provides medical, dental, vision and life insurance coverage for all regular full-time employees enrolled in the County's standard plans. For regular part-time employees, who work less than 75% of an FTE, the county pays a pro-rated portion of the cost for medical, dental, vision and life insurance.

Medical
Thurston County provides medical benefits through the Washington State's Public Employees Benefits Board (PEBB). Plan availability is based on county of residence. Each year the County determines the standard and non-standard plans. For standard plans, the County pays the full employee premium.

Dental
Dental plans are provided through the Washington Counties Insurance Fund (WCIF). Employees have the opportunity to choose between two plans, Delta Dental, a preferred provider plan or Willamette Dental, an HMO plan.

Vision
Thurston County employees have Vision Service Plan coverage through the Washington Counties Insurance Fund (WCIF). Employees also have additional vision coverage through their medical plan.

Life Insurance
The County provides each regular, full-time employee with a basic, term life plan of $36,000 life insurance and $36,000 accidental death and dismemberment (AD&D) coverage. Additional voluntary, supplemental life insurance and AD&D insurance is available as a payroll deduction.

Dependent Coverage
Eligible dependents may be added to all coverage listed above. Depending upon the bargaining unit, the County pays up to a specific maximum amount toward dependent coverage with the employee paying any amount above the County maximum contribution.

Pension Plans:

Retirement
Eligible Thurston County employees participate in the Washington State Department of Retirement Systems' pension plans (PERS, PSERS, or LEOFF). With the exception of PERS plan 3, all of these plans are "defined benefit" plans with retirement benefits based on your average compensation and earned service credits. PERS Plan 3 is a hybrid plan incorporating both "defined benefit" and "defined contribution" elements. These plans are funded by both employer and employee contributions.

Deferred Compensation
The County offers three voluntary deferred compensation plans for employees who would like to set aside additional deferred tax dollars into a retirement savings plan. Deferred compensation plans are 457 plans as defined by IRS regulations.

Holiday and Leave Programs:

Paid Leave
Thurston County offers two leave plans, Alternative leave and Traditional leave. In the Alternative Leave program, leave is accrued per pay period and may be used for vacation and/or sick leave purposes. Employees in the Traditional Leave program accrue both sick leave and annual leave each pay period.

Thurston County Observed Holidays
Eleven paid are observed by Thurston County. Depending on union contract, regular employees receive one floating holiday and one Community Service Day each calendar year, or two floating holidays each calendar year.

Other County Paid Benefits:

Long Term Disability (LTD)
The county's long term disability plan provides a monthly benefit of 60% of your monthly base salary up to $6,000 per month after a waiting period of 90 days of disability.

Employee Assistance Program (EAP)
Employees and immediate family members are eligible to receive confidential , professional counseling assessment and referral services through First Choice Health. The employee assistance program can assist and respond to all kinds of requests for counseling assessment and life concerns, such as, relationship concerns, family problems, alcohol and drug abuse problems, financial crisis, identification theft, general stress, caregiver burnout, depression, etc. Services are available 24-hours per day, 7-days per week.

Additional Voluntary Benefits:

Flexible Spending Account (FSA)
Employees can take advantage of Section 125 flexible spending accounts for out-of-pocket health care and daycare expenses. Section 125 FSAs allow you to pay for allowable health-related and/or dependent care expenses with pre-tax dollars.

Short Term Disability
The County's short term disability plan is meant to assist with temporary periods of disability, as well as bridge the 90 day waiting period before the County's Long Term Disability begins. It provides a benefit of 60% of employees weekly base salary up to $1,000 per week after a waiting period of 30 days.

Worksite Plans :

Accident Insurance is designed to help pay for costs not covered by employee health insurance when injured due to an accident.
Hospital Indemnity will pay a lump sum if an employee is admitted to the hospital, and will pay a lump sum for each day your are inpatient, to a maximum of 15 days per year.
Critical Illness will pay a lump sum if you are diagnosed with certain serious conditions. Cancer, heart attack, and stroke are a few of the listed conditions in this policy.

Electronic Payroll Savings with TreasuryDirect
County employees can invest in TreasuryDirect electronic savings bonds (Series I and EE) by requesting a payroll deduction. Monthly deductions are forwarded to the Federal Reserve, which enables employees to buy and redeem electronic savings bonds directly from the United States Treasury Department.

Public Service Loan Forgiveness Program
Thurston County is a qualified employer under the Public Service Loan Forgiveness Act. Employees may be eligible for federal student loan forgiveness.

Additional Benefits
The County also offers direct deposit, credit union memberships, a Commute Trip Reduction Program, and other miscellaneous benefits.

Please click for more information or visit the Thurston County Benefits website:

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Do you have experience with records management and/or public records requests?

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Did you include the required resume and letter of interest?

Required Question