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Public Records Officer - Auburn School District - Auburn, WA

05/26/2021 12:38 PM | Anonymous


JOB TITLE: Public Records Officer

REPORTS TO: Assistant Superintendent of Human Resources

CLASSIFICATION:  Professional-Technical

SALARY: Professional-Technical Salary Schedule

Under the direction of the Assistant Superintendent of Human Resources, the primary responsibility of this position will be to serve as the Public Records Officer for the District pursuant to the Washington Public Records Act. Responsibilities include, but are not limited to: composing, formatting, and preparing correspondence; responding to requests from the unions, public, governmental agencies, and attorneys for records and documents; coordinating/responding to requests under Washington State public disclosure laws (including compiling and redacting documents, conducting electronic searches, and maintaining appropriate databases); maintaining confidentiality of sensitive and confidential information and records encountered while reviewing records for disclosure; assisting legal counsel and the Assistant Superintendent of Human Resources with conducting searches for and responding to discovery requests.

REPRESENTATIVE DUTIES:

Incumbents may perform any combination of the essential functions shown below. This job description is not intended to be an exhaustive list of all duties, knowledge, or abilities associated with this classification, but is intended to accurately reflect the principal job elements.

E = ESSENTIAL FUNCTIONS

  • Serves as designated Public Records Officer for Auburn School District.

  • Is the point of contact for members of the public for public records requests.

  • Responds to requests for public records, ensuring that all state-mandated deadlines are met.

  • Maintains current knowledge of Washington State Public Records Act and applicable regulations/case law.

  • Possesses strong interpersonal and communication skills.

  • Is able to interact professionally with District staff, stakeholders, and the public.

  • Possesses strong attention to detail and proofreading skills.

  • Provides assistance to outside counsel if legal action related to a public records request ensues and in response to document requests in agency investigations, agency enforcement actions, and litigation.

  • Maintains various databases related to public records, including a public records log.

  • Maintains a strong working knowledge of all software or electronic management systems used for gathering, redacting, and providing public records.

  • Summarizes and synthesizes information from records and reports as requested.

  • Ensures the confidentiality and integrity of information obtained while acting as the Public Records Officer.

  • Other duties as assigned.

REQUIRED QUALIFICATIONS:

Education and Experience

  • Associates Degree or higher.

PREFERRED QUALIFICATIONS:

  • Public Record Officer experience for a Washington State government agency. 
  • Paralegal and/or public records request experience.
  • Paralegal Certificate

(Allowable Substitutions: Any combination of experience and training which provide the incumbent/applicant with the knowledge, skills, and ability required to perform the work, as determined by the Auburn School District).

REQUIRED KNOWLEDGE AND ABILITIES:

Must demonstrate a successful level of the knowledge, skills, and abilities listed below:

  • General knowledge of the Washington State Public Records Act and Washington State records retention laws.

  • Ability to conduct legal research, use legal databases, and understand laws and regulations.

  • Ability to follow District policies and procedures.

  • Knowledge of, or ability to learn, state and federal laws related to public school districts including, but not limited to, the Family Educational Rights & Privacy Act (FERPA) and attorney client-privilege and work productdoctrine.

  • Knowledge of K-12 Records Retention schedule.

  • Coordinate with District’s departments to ensure K-12 Records Retention Schedule is in compliance.

  • Ability to create electronic documents and use e-discovery and redaction software.

  • Ability to use internal and external electronic search techniques.

  • Ability to communicate effectively, both orally and in writing, with District employees, outside counsel, and the public.
  • Ability to exercise independent decision-making abilities and make decisions within parameters established with his/her supervisor, organize and manage multiple time sensitive tasks, and support diplomatic resolution of difficult and/or delicate parent, staff and community issues.
  • Ability to gather and analyze records and make decisions on what documents must be produced, redacted, or withheld.

  • Adept at prioritizing and organizing work.

  • Can produce records in a timely manner.

  • Effective English usage, including spelling, grammar, and punctuation.

  • Ability to create and maintain effective working relationships with District staff and the public in a multi-cultural environment.

Demonstrated integrity and ability to maintain confidentiality of information.

WORKING CONDITIONS:

Environment:

  • District office environment and school sites.
  • Demanding timelines.
  • Subject to frequent interruptions and extensive contact with students, staff, parents, and the public.

Physical demands:

  • Bending at the waist, kneeling or crouching, and reaching to retrieve and maintain files and records.

  • Reaching overhead, above the shoulders and horizontally.

  • Dexterity of hands and fingers to operate standard office equipment, computer keyboard, and other equipment necessary to complete the required duties.

  • Hearing and speaking to exchange information in person and on the telephone.

  • Visual ability to read, and to prepare/process documents and to monitor various services and personnel.

  • Sitting for extended periods.

  • Standing for extended periods.

  • Walking over rough or uneven surfaces.

  • Climbing, occasional use of stepladders.

  • Physical activity may be required, which could include moderate lifting.

    In compliance with the Americans with Disabilities Act, the Auburn School District will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the Community of Human Resources.

    The Auburn School District complies with all federal rules and regulations and does not illegally discriminate on the basis of age; gender; race; color; creed; religion; national origin (including language); sex; sexual orientation including gender expression or identity; honorably discharged veteran or military status; the presence of any sensory, mental, or physical disability; the use of a trained dog guide or service animal; and provides equal access to the Boy Scouts and other designated youth groups.

    Auburn School District - Application

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

206.653.7259

info@wspaonline.org 

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