Records Manager/Public Records Officer (Management Analyst 3)

Full Job Description

Who We Are:
The cultural and historic resources of a community tell the story of its past, a past that makes any single community distinct from all other places. From lumber mills to schools, sacred landscapes to archaeological sites, rustic cabins to office towers, our historic and cultural resources provide everyone with a tangible link to persons and events that have shaped our communities and ourselves. Preserving these physical reminders of our past creates a sense of place, the result being an environment that instills civic pride and community spirit.

By preserving significant cultural and historic resources, we are able to learn from past achievements (as well as mistakes) in order to improve, enrich, and even enliven, the Washington state that is passed to future generations. To learn more about the vision and role of historic preservation in the State of Washington, download our current Statewide Historic Preservation Plan (Download PDF reader)

What This Position Entails:
In this position, you will serve as both the Public Records Officer and Records Manager. This position functions as the Public Records Officer for DAHP and ensures all data collections are in compliance and meet the requirements established under both state and federal laws. You will be responsible for archiving archaeological site forms, cultural resource survey reports and historic property forms in both electronic and paper format; imaging all cultural resource forms and reports; developing and administering DAHP databases; and providing cultural resource information to the public and consultants upon request. You will consult with other DAHP supervisors to advise them of when staff are not meeting their record keeping responsibilities under DAHP policy and state and federal law.

Requirements

Some of the duties include:

• Responds to inquiries regarding public disclosure requests and records management issues.
• Directs staff how and when to compile and assist with filling public records requests.
• Ensures compliance on a timely basis with the State Public Records Act and Section 304 of the National Historic Preservation Act. Coordinates with State Archives to ensure that cultural resources data is properly archived and protected.
• Consults with the Director, Attorney General’s Office, and staff on questions and issues related to public records requests.
• Implements and updates the agency Records Retention Schedule as needed.

Serves as effective practitioner in public disclosure law—provides consultation, interpretation and advice to the agency regarding public records disclosure.

The position is an expert on Washington’s Public Records Act and the caselaw interpreting that law and provides expert advice on which records exemptions may be applicable.

• Provides consultation, analysis, research and policy recommendations to advise and support management in matters that implicate agency disclosure, transparency goals and supporting legislation.
• Statewide issues may include advising and coordinating agency’s positions on transparency, privacy and compliance with the PRA (42.56 RCW).
• Reviews legislation, statutes and agency documents to identify implications and consequences that may create or affect agency disclosure obligations.
• Receives and provides training on records management issues. Stay current on public disclosure laws and litigation.
• Evaluates employee performance and prepares performance appraisals and provide professional development opportunities.
• Resolves staff issues in a positive manner, recognize employees, and counsel employees in work-related activities.
• Administers a uniform filing system and documents retrieval for the agency.
• Ensures that the records storage spaces are organized, secured, and maintained.
• At least semi-annually, reports to the Director on agency records management performance.
• Compiles and reports as needed on research questions as requested by the Director.
• Acts as backup for answering main line calls and answering WISAARD questions and issues.

Qualifications

REQUIRED:

[OPTION 1]

[OPTION 2]

AND

• Knowledge in Microsoft Office
• Knowledge in Adobe Acrobat
• Knowledge of the State Public Records Act
• Effective verbal and written communication skills
• Ethics and integrity: Earns others trust and respect through consistent honesty and professionalism in all interactions
• Interpersonal skills: Establishes effective relationships; has a positive outlook and maintains composure in adverse situations
• Attention to detail: Diligently attends to details and pursues quality in accomplishing tasks
• Able to learn and understand the language and concepts of our DEI culture and commit to being a part of creating and maintaining a diverse, equitable, respectful, and inclusive workplace.
• Demonstrate a commitment to growth, learning and self-awareness when provided training and opportunities to participate in improving our work environment
• Participate and behave in a manner that creates trust and builds working relationships, promoting teamwork and collaboration in the work environment
• Demonstrate the understanding that all people are valued; contribute to an equitable, inclusive, and respectful environment when working with members of the group, team, organization, or community
• Commit to being an active participant in continually evaluating and improving strategies that promote equity and inclusion in our organization
• Coaching & Mentoring: Enables co-workers to grow and succeed through feedback, instruction, and encouragement
• Staff Management: Manages staff in ways that improve their ability to succeed on the job

PREFERRED

• Knowledge of Section 304 of the National Historic Preservation Act
• Previous supervisory experience
• WAPRO Certified Public Records Officer
• ESRI ArcGIS
• Archive This (Digital Archive Tool)
• Conducting Searches and Producing Records from Microsoft eDiscovery Compliance tool

Additional Information

Please provide the following documents to be considered. Failure to do so may result in you not being considered for the position:

• A letter of interest, describing why you are the best candidate and how you meet the specific qualifications for this position;
• A current resume, detailing experience, and education; and
• A current list of at least three (3)professional references with current contact information (attached or available to provide at the time of interview)

NOTE: By submitting these materials, you are indicating that all information is true and correct. The state may verify information. Any untruthful or misleading information is cause for removal from the applicant pool or dismissal if employed. A resume will not substitute for completing the “duties summary” section or supplemental questions of the application. Please do not “refer to resume” for detail, or your application may be disqualified.

Opportunity for All:
The DAHP celebrates our differences and we are committed to a workplace that supports equal opportunity employment and inclusion regardless of race, creed, color, national origin, citizenship or immigration status, marital status, families with children (including pregnancy, childbirth, or related medical conditions), sex, sexual orientation, gender identity diversity, age, status as a protected veteran, honorably discharged veteran or military status, status as an individual with the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with disabilities or other applicable legally protected characteristics. We will also consider qualified applicants with criminal histories, consistent with applicable federal, state and local laws.

You are welcome to include the name and pronoun you would like to be referred to in your materials and we will honor this as you interact with our organization.

Persons with a disability who need assistance with their application or need this announcement in an alternative format, may call (360) 664-1960 or toll free (877) 664-1960. TTY users should first call 711 to access the Washington Relay Service.

If you have questions about the online application contact Angie Anderson at jobs@des.wa.gov.