Temporary or Out-of-Class Special Projects Coordinator

Full Job Description

The Legislative Department is seeking a detail-oriented and collaborative individual to serve in a Temporary (external) or Out-of-Class (internal) assignment as Special Projects Coordinator (Strategic Advisor-LEG BU) until September 8, 2026.

As a Temporary or Out-of-Class Special Projects Coordinator, you will have the unique opportunity to perform a wide range of duties that include:

• Ensuring the timely and accurate responses to public records requests in compliance with the Washington Public Records Act (“PRA”) (RCW 42.56).
• Maintaining the Boards and Commissions appointment registry data.
• Working with elected officials and their staff, constituents, media, city staff, leadership, and attorneys to ensure the department remains in compliance with its legal obligations and in support of public trust and transparency initiatives to meet mutual goals.

This position will have two component sets of job duties of which 60% will be public disclosure work and 40% will be supporting Boards and Commissions.

About the Public Disclosure Unit: The Public Disclosure Unit responds to all requests for public records under RCW 42.56 and ensures compliance with laws, regulations, and department policy, balancing transparency with the limited exemptions allowable by law.

The unit is responsible for training and educating Legislative Department colleagues as to the requirements of the Public Records Act.

Public Disclosure staff also participate in City-wide reviewing software and developing City policies s.

About the Boards and Commissions Unit: The Office of the City Clerk supports the Mayor and City Council in the Legislative Appointment Process for over 70 boards and commissions and 1,000 members.

The Boards and Commission unit facilitates a Boards and Commissions Member orientation training series on behalf of the City of Seattle, manages a registry of appointments to City department head positions and members of boards and commissions, and notifies the Council, Mayor, and public of pending and actual expirations of such appointments.

You will be most successful in this position if you:

• Can manage a high volume of tasks and projects with shifting deadlines, react with appropriate urgency to situations and events that require quick response or turnaround times, and be adept in using technology solutions and tools to effectively manage/process workload.
• Communicate effectively, both orally and in writing on high profile, sensitive matters and react with appropriate urgency to situations/requests that may change frequently
• Handle confidential information associated with processing records for production and delivery with a high level of integrity and discretion.
• Take initiative and collaborate between various City-wide subject matter experts to determine the appropriate approach and response.
• Are a strong collaborative partner who can also independently set priorities with little direction.
• Have strong critical thinking and analytical skills.
• Are knowledgeable, experienced, and motivated about working to end institutional and systemic racism.

Requirements

Public Disclosure (60%):

• Receive and acknowledge public disclosure requests and engage with requesters and likely custodians to confirm scope and reasonable interpretation of public disclosure requests in compliance with the Public Records Act.
• Perform eDiscovery searches and/or generates search terms for Boolean searches.
• Review collected records for responsiveness and exemptions in accordance with the legal statutes, case law, policies and procedures, and to independently redact records, generate exemption logs and prepare installments for disclosure within given deadlines.
• Use online portal to track requests, communicate with an invoice requestor, and provide records via the Public Records Request Center on or before deadlines.
• Understand City retention schedules and City Multi-Departmental Administrative Rules governing public records and retain records and process requests accordingly.
• Serve as liaison and communicate regularly with subject matter experts, records custodians, the City Attorney’s Office, other public disclosure officers, and various agencies or third parties to clarify information.
• Identify issues and concerns associated with potential risks or compliance issues, challenging or high-profile requests, and any process improvement opportunities related to the body of work.
• Support colleagues in the conduct of trainings, data management, records awareness and advocacy campaigns associated with citywide policy, and policies and procedures within the Legislative Department.

Boards & Commissions (40%):

• Maintain the appointment registry in Granicus’s Boards and Commissions dashboard and ensure accuracy of data.
• Coordinate with department liaisons on a monthly basis to cross validate appointment registry information.
• Generate vacancy and upcoming term expiration reports for the City Council and the Mayor.
• Assist with reviewing and processing of appointments for boards and commissions and department directors.
• Assist with Citywide training for department liaisons and elected official designees on topics including the appointment process, Trumba, and Granicus’ Boards and Commissions dashboard.
• Assist with account management and technology troubleshooting for Citywide customers (Sharepoint, Trumba and Granicus).
• Assist with customer correspondence.
• Assist with interdepartmental team meetings.

Other duties, at a commensurate level, will be assigned on an as-needed basis.

Qualifications

You will be prepared to take on this role if you have following experience, skills, knowledge, and abilities (or an equivalent combination of education, experience, and/or training to perform the body of work):

• Bachelor's degree in business or public administration or another related discipline.
• Four years of professional experience in program/project management or management/policy analysis.
• An equivalent combination of training and experience (as approved by the department) may be used to meet the minimum qualifications of the classification.
• Experience in systems, operations, procedures, research, or analysis in a legal setting, government, records management, project management, clerk, or equivalent office experience.
• Ability to exercise good judgment and discretion and maintain confidentiality.

The ideal candidate will have:

• Strong attention to detail.
• A high level of organizational skills with the ability to work under deadlines, balancing several tasks simultaneously, and quickly prioritizing multiple and competing tasks.
• Experience in electronic review tools such as Microsoft’s Advanced Electronic Discovery, Nuix, Relativity, GovQA, Disco, and/or Sightline, or Granicus.
• Working knowledge of the Washington State Public Records Act.
• Working knowledge of the City of Seattle City Charter.
• Ability to work with creativity and flexibility, both independently and as a team member.
• Excellent communication skills, professional level writing and presentation skills.
• Commitment to improving government effectiveness and delivering meaningful results.

Additional Information

TOTAL COMPENSATION AND BENEFITS
The full salary range for this position is $51.88 - $92.84 Hourly.

Temporary employees (external candidates) will be non-benefited and will receive premium pay in addition to their base pay in lieu of benefits.

Employees in an Out-of-Class assignment will maintain their current benefit options and will be eligible to maintain their current union representation. Out of Class salary placement for current City employees is based Personnel Rule 3.5 or an employee’s Collective Bargaining Agreement.

WORK ENVIRONMENT
This position will primarily be onsite at the Seattle City Hall: 600 Fourth Ave., 3rd Floor, Seattle, WA.

HOW TO APPLY

1. Complete a NEOGOV online application and supplemental questionnaire.
2. Attach a PDF of your cover letter in which you clearly describe how your knowledge, skills, and abilities prepare you for the job responsibilities and qualifications outlined in the job announcement and how that makes you a good candidate for this temporary assignment.
3. Attach a PDF of your resume.

Applications received without the requested materials will not be considered.

If you have any questions, please contact the hiring team at LEG_Careers@seattle.gov