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Public Records specialist - Shoreline School District - Shoreline, WA

10/26/2021 3:17 PM | Anonymous

Applications are being accepted at www.shorelineschools/jobs select FastTrack, Click to View Current Job Openings, scroll to Professional Technical – Public Records Specialist #211019001.

POSITION SUMMARY:

The Public Records Specialist will work with the Deputy Superintendent/Public Records Officer, elected officials, District employees, and members of the public to ensure that public records are organized and maintained per the State records retention schedule and that responses to public disclosure requests comply with the Public Records Act (RCW 42.56). The Public Records Specialist exercises a high level of expertise, discretion, and independence to manage public records and public records requests from start to finish by coordinating requests, searching for and organizing records, organizing and filing records, maintaining databases, reviewing and analyzing documents, and maintaining effective communications internally and with the public. This position reports to the Deputy Superintendent/Public Records Officer.

QUALIFICATIONS - EDUCATION AND EXPERIENCE:

  • Demonstrated successful experience in performing responsibilities similar to those in the job description;

  • A combination of education, training, experience which demonstrates knowledge, skills and abilities required to perform all essential job functions.

  • A valid Washington State Driver’s License and a driving record acceptable to the District’s insurance carrier.

  • 4+ years of legal, government, or equivalent experience.

  • 2+ years of paralegal experience preferred

  • Demonstrated ability to maintain confidentiality of materials and situations.

  • Demonstrated experience in reading and understanding legal documents and procedures written in English. 

    FUNCTIONS/RESPONSIBILITIES:

  • Independently analyze and interpret scope of public records requests.

  • Respond to and communicate with requestors in writing or verbally; seek clarification on unclear or large requests.

  • Identify record holders and locations of records, determine best strategy to collect all responsive documents from document custodians.

  • Interpret request to generate search terms for electronic searches and conduct searches using District information systems and tools.

  • Analyze and review records for responsiveness.

  • Consult the Deputy Superintendent/Public Records Officer on complex requests or on applying exemptions.

  • Determine scope of redactions allowed by state law on exempted information, apply redactions on records for release, and generate exemption log or redaction log.

  • Produce responsive documents in a format consistent with State laws or model rules.

  • Coordinate print/copying jobs with other departments or with contracted vendors as needed.

  • Schedule and monitor on-site records inspections by requestors.

  • Keep complete and orderly files and documentation of disclosure activities from time request is opened until completion.

  • Coordinate requests with other District schools and departments.

  • Attend all mandatory and required training on public records, disclosure, records management and others.

  • Transport files to storage locations and vice versa.

  • Create new files and storage boxes using the District’s current filing system, and recommend improvements to the system, as needed.

  • Scan and photocopy documents.

  • Rename and organize scanned documents for essential records backup and archiving.

  • Upload electronic documents to the public records electronic storage system.

  • Organize files into boxes by record type and retention schedule.

  • Prepare Records Inventory Worksheets.

  • Prepare files for the Washington State Archives, as appropriate.

  • Perform various administrative support and other duties as required.

    KNOWLEDGE, SKILLS AND ABILITIES:

  • Extensive knowledge of the Washington State Public Records Act

  • Ability to conduct research and understand laws and regulations

  • Knowledge of English, spelling, grammar, vocabulary and punctuation.

  • Knowledge of general office equipment.

  • Effective written and oral communication skills.

  • Excellent organizational skills.

  • Attention to detail.

  • Possess excellent customer service skills.

  • Ability to operate a computer standard office productivity tools and Adobe Acrobat.

  • Ability to learn and to use email archive and records management software.

  • Ability to effectively handle details with excellent follow-through skills.

  • Ability to make and meet deadlines.

  • Ability to coordinate assignments, prioritize work, and deal with interruptions and changes.

  • Ability to create files using the established filing, naming, and numbering system.

  • Ability to work independently from general instructions.

  • Ability to establish and maintain positive and effective working relationships with supervisors, coworkers, District officials, other government entities, and the general public.

    Level Assigned: Prof-Tech Level I

Washington State Paralegal Association
19540 International Blvd., Ste. 105
SeaTac, WA 98188

206.653.7259

info@wspaonline.org 

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