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HomeMy WebLinkAboutPublic Records Officer March 2025 City of Port Townsend Job Description Public Records Officer Classification title: Public Records Officer Working title: Public Records Officer Department: Finance Union: No FLSA status: Exempt Wage Classification: 617 Hours: Full time Effective date: July 2022; March 2025 Reports to: Director of Finance & Technology Services Civil Service: No JOB SUMMARY Under the direction of the Director of Finance & Technology Services, the Public Records Officer (PRO) oversees and implements the Citywide Records Management program. In compliance with the RCW 42.56, Model Rules adopted by the Washington State Attorney General, and the City’s ordinances and rules, the PRO analyzes, processes, and responds to public records requests submitted to the City. The Public Records Officer, in coordination with the City’s legal counsel, evaluates whether any record or part thereof is exempt, redacts records as necessary, and maintains appropriate redaction and exemption logs. The Public Records Officer also manages the scanning and publishing of appropriate City records on the City website. ESSENTIAL DUTIES AND RESPONSIBILITIES • Plan, coordinate, and oversee the records management program for the City. • Receive, process, and respond to requests for public records in compliance with the PRA, RCW 42.56. • Maintain public records request tracking system to monitor timely review and response from departments. • Review responsive records for exempt information and apply redaction prior to release. • Prepare and maintain appropriate redaction and exemption logs. • Review email archives for email communication responsive to requests. • Develop and implement procedures, guidelines, and controls for storage, retrieval, tracking, and filing of active and inactive records; ensure records are maintained and destroyed according to the Local Government Common Records Retention Schedule. • Perform file management functions to ensure compliance with public records retention schedules pursuant to RCW 40.14 and title 434 WAC. • Maintain knowledge of changes in case law and legislation regarding records management and public records requests; update staff in response to changes. • Provide regular and ongoing consultation, training, and direction to other departments on the requirements of the Public Records Act, records retention policies, and related City policies. • Work closely with IT to retain, produce, and dispose of electronic records. Public Records Officer • Maintain membership in Washington Association of Public Records Officers (WAPRO) and attend annual WAPRO training. • Ensure public records request procedures and other relevant information is current on the City’s website and any other places in which the City posts public information. • Facilitate scheduled records management meetings. • Serve on and participate in various employee committees. KNOWLEDGE, SKILLS AND ABILITIES • Knowledge of the Washington Public Records Act, RCW 42.56. • Knowledge of the public records retention and destruction process pursuant to RCW Chapter 40.14 and Title 434 WAC; Public Record Act Model Rules WAC 44-14 and the Open Public Meetings Act. • Advanced working knowledge of records management principles, methods, policies, and terminology. • Knowledge of research techniques and information compilation. • Knowledge of general local government practices. • High degree of organization, time and project management skills. • Communication and interpersonal skills, with the ability to interact with diverse groups of people. • Ability to maintain cooperative and effective working relationships with co-workers, peers, management, elected officials, and customers. • Flexibility to adapt to changing circumstances, such as shifting priorities, unexpected challenges, or variations in the workload, while maintaining composure and effectiveness. • Ability to effectively and efficiently communicate with team members, managers, the general public, and other departments, both verbally and in writing, using tact, patience and courtesy to convey instructions, provide feedback, receive feedback, and resolve issues. • Ability to closely concentrate on detailed work for extended periods. • Ability to demonstrate skills critical for success including sound judgment, critical thinking, ethical behavior, initiative, decisiveness, flexibility, and planning. • Ability to organize and work independently on multiple assigned tasks/projects, complete assignments within specified deadlines. • Ability to analyze office and records management systems and develop alternative means to better achieve organizational objectives • Ability to work well under pressure and balance competing demands of long-term projects and emergent needs. • Maintain discretion and confidentiality when dealing with contacts inside and outside the organization. • Ability to study and apply new information. • Communicate clearly and concisely, both orally and in writing, with tact and courtesy. QUALIFICATIONS Required • Associate degree in records/information management, library science, business or related field. • A minimum of three years’ work experience coordinating or administering public disclosure activities or records management systems required. Public Records Officer • A combination of education, training and practical experience that provides an equivalent background required to perform the work of the position may be considered in lieu of the requirements above. • Successful completion of pre-employment background check. • Ability to obtain a Records Management Certification. Preferred • WAPRO Certified Public Records Officer designation WORKING CONDITIONS Work is performed primarily in an office setting. The work involves sitting for extended periods of time and working with a computer, and includes repetitive motions of the wrists, hands, and fingers. May involve standing for long periods, stooping, bending, and lifting and carrying objects weighing up to 30 lbs. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The City of Port Townsend is an equal employment opportunity employer. The City employs, retains, promotes, disciplines and otherwise treats all employees and job applicants strictly on the basis of job-related qualifications and competence. These policies and all employment practices shall be applied without regard to any individual's sex, race, color, creed, religion, national origin, sexual orientation (including gender identity), pregnancy, age, marital status, military status, disability, genetic information, or any other characteristic protected by law. This job description in no way implies that these are the only duties to be performed. The employee occupying the position will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisors. This job description does not constitute an employment agreement between the City and the employee and is subject to change as the needs of the City and requirements of the job change.