Records and Public Disclosure Officer

The OSOS is looking for top-performing employees who embody its core values of integrity, service excellence, visionary leadership, collaboration, and teamwork. It is committed to both employee growth and work-life balance. The benefits of working in state government also include potential eligibility for the federal Public Service Loan Forgiveness program.

The Operations Division is the heart of the Office of Secretary of State, supporting the Executive Office and every division through the internal functions of Public Records, Financial Services, Budget, Facilities, and Human Resources. This division serves as a trusted and knowledgeable resource to both its internal and external customers. Its success depends on the expertise of employees who ensure public access to information, protect financial resources, and help develop our most valuable asset: people.
 


This position reports to the Deputy Director of Operations and serves as the records and public records disclosure expert for the office.  This position oversees the agency’s responses to requests for public records from members of the public, groups, or organizations representing members of the public and ensures that the agency’s records are maintained in accordance with state law and agency policies.Administers the agency’s public records disclosure and records program
Tasks include: 

• Conducts trend analysis of public records requests to inform executive leadership team
• Determines the priorities of records requests to ensure responses meet required timelines
• Manages responses for complex requests and coordinates office response with internal and external agency stakeholders to fulfill requests
• Develops and submits the annual Joint Legislative Audit & Review Committee (JLARC) report in accordance with RCW 40.14.026 to report information about public records activities conducted in the previous fiscal year
• Trains program staff to use electronic tools to search for and gather records
• Manages the public facing public records website content to ensure the public clearly understands how to submit a public records request
• Develops search criteria used to respond to public records requests
• Searches for and gathers information and records using eDiscovery
• Communicates and meets with record holders to facilitate timely responses to requestors
• Defines and reviews the agency’s redaction practices across various media exempt from disclosure in accordance with state law
• Reviews responsive documentation to ensure that information is disclosable under state law
• Ensures responsive records are provided to requestors in accordance with RCW 42.56, the Public Records Act
• Reviews public records request log
• Coordinates billing with requestors
• Justifies decisions regarding public records requests when challenged by the public; may testify on behalf of the Office 
• Develops systems to identify and report gaps and trends in agency compliance with records management practices
• Determines the training priorities and topics for the Office to enable employees to properly retain or dispose of records
• Reviews training materials pertaining to records retention/email management for currency and applicability
• Recommends changes to agency policies and procedures to ensure compliance with RCW 40.14
• Serves as the office expert and resource for records management and retention
• Manages program staff; sets expectations and evaluates staff performance
• Interviews and onboards program staff
• Manages program staff scheduling and training to ensure continuity of program services

Directs the program’s budget
Tasks include: 

• Retains delegated budget authority to spend funds to achieve program goals
• Coordinates with the Budget Manager to develop annual spending plans for the program
• Routinely creates and audits expenditure reports; ensures spending complies with established spending plans
• Analyzes expenditure trends and projects budget shortfalls; coordinates with Budget Manager to develop corrective spending strategies
• Collaborates with contracts and purchasing program to develop interagency agreements & service contracts
• Oversees and manages program-specific contracts to ensure vendor work is performed within scope and in accordance with contract terms and budget constraints
• Manages vendor relationships, verifies contract deliverables, ensures invoices are paid timely, and coordinates contract modifications

Miscellaneous
Tasks include: 

• Recommends and requests new tools and resources to the Operations Director to improve program services
• Participates in public records and records management professional development sessions and conferences to implement best practices in the agency
• Participates in various functions as a member of the Operations Division leadership team
• Serves as wellness coordinator
• Performs other duties as assigned

• Five years of experience providing support to staff or a program including interpreting policy and instructing others on application of policies, representing the program to clients, interacting with members of the public, and composing correspondence; at least two years of this experience must be independently performing these duties
• One year supervisory experience performing: interviewing, hiring, training, assigning, and/or directing work and evaluating staff
• Ability to efficiently use a personal computer and applicable software to successfully perform the essential functions of the position

• Knowledge of Washington State public disclosure laws, regulations, and policies
• Four years of experience responding to public disclosure requests in a government setting
• Experience with maintaining retention schedules for organizational records

PLEASE READ: If you have gotten this far and are thinking you do not qualify, consider again. Studies have shown that members of historically marginalized and underrepresented communities, specifically women and people of color, are less likely to apply to jobs unless they clearly meet every single qualification. 
                
At the Office of the Secretary of State, we are dedicated to building a diverse and authentic work force with a foundation of belonging. If you are excited about this role and have relevant experience and skills, but question whether your experience aligns perfectly with every qualification in the job description, we encourage you to apply regardless. You may just be the ideal candidate this office needs. 
 Working Conditions:
Works primarily in an office environment with a standard laptop computer. Standard core business hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. with the ability to work some evenings and weekends which are generally scheduled in advance. Occasional statewide travel required to meet with staff and for trainings. The incumbent will communicate information both verbally and written with both internal and external customers.  Includes state and local government officials and employees, the public, and offenders. Incumbent must be able to move and maneuver records storage containers, as well as oversize bound volumes and flat documents that can weigh as much as 40 lbs. with or without a reasonable accommodation. 

How to Apply

• Required: To be considered for this position you must attach the following:
  • Letter of interest describing how your experience and qualifications relate to the duties and qualifications of the position
  • Current resume
• Provide three professional references. Personal references will not be considered.
• You must complete the supplemental questions at the end of this application. Incomplete responses such as "see resume" will not be considered.
• All veterans must include a copy of your DD214 to receive preference in the hiring process.  You must black out your social security number before attaching it to your application.

The Office of the Secretary of State is an equal opportunity employer (EOE). We do not discriminate on the basis of religion, age, gender, marital status, color, creed, national origin, political affiliation, military status, gender identity, sexual orientation, or any sensory, mental or physical ability. All interested candidates are encouraged to apply. Persons of disability needing assistance in the application process, or those needing the announcement in alternative format, should call (360) 819-0934.     

Salary : $69,744 - $93,804