Public Records Coordinator, Program Specialist 3

Public Records Coordinator, Program Specialist 3

• Responding to Public Disclosure Requests
• Maintains knowledge on the Public Records Act (PRA) by attending statewide public records conferences and training seminars
• Uses independent judgment to accurately analyze, understand, and respond to public records requests
• Receives, reviews and processes public records requests according to the PRA
• Enters requests into the public disclosure tracking system
• Prepares and sends 5-day response letters on behalf of DNR in compliance with RCW 42.56
• Provides consultation to staff on responses to public records requests
• Assists staff agency wide in identifying records responsive to a request
• Proactively identifies areas where clarification is necessary or appropriate and communicates effectively and professionally to staff and the public
• Assists the requestor in defining the scope of the records requests
• Coordinates responses, tracks progress in fulfilling requests, assembles, prepares and reviews records for exemptions prior to release and distributes public records to the requesting parties
• Accurately, applying redactions and seeking assistance or guidance where appropriate
• Research agency records, both current and historical, to locate requested information, compiles records, and responds to disclosure requests in a timely manner in compliance with the PRA
• Works with all level staff, other agencies, AG’s Office, and requesters
• Advises requesters on the availability of specific records and processes by which records can be obtained
• Assists staff on large multi-issue requests
• Effectively manages and tracks own caseload of requests in a highly organized manner
• Adjusts caseload and scheduling parameters daily in response to incoming requests and emergent priorities, ensuring timely and effective task management
• Retains records related to request in accordance with the records retention requirements
• Arranges and monitors review of records appointments
• Creates weekly reports about the status of public records requests, timelines of production, types of requesters, number of requests per requester, etc.
• Maintains confidentiality at all times
• Serves as a centralized resource to facilitate enterprise-wide compliance with the Public Records Act (PRA)
• Provides centralized searches of electronically stored information (ESI)
• Records Management
• Responsible for the following records on the retention schedule
• Maintains records of public disclosure requests and the department’s responses in accordance with the records retention schedule
• Ensures records are organized and copies are reduced to provide systematic control of records for their whole lifecycle so that DNR can reduce the resources needed to manage information
• Promotes transparency and accountability to the public we serve
• Preserves, retains, and disposes of records according to the records retention schedule
• Prepares records for storage at the State Records Center
• Move files and archives boxes within the NRB office

• Bachelor’s degree from an accredited institution in records management, business administration, or public administration, AND three years’ experience managing public records requests, OR an equivalent combination of education and/or experience
• Advanced working knowledge of the Public Records Act (RCW 42.56) and applicable rules, as well as keeping up to date on changes in laws that affect agency compliance with public disclosure obligations
• Advanced proficiency with Microsoft Office Suite and other related applications (Outlook, Word, Access, SharePoint, Adobe) and the ability to create and maintain databases
• Provides customer focused support during all interactions
• Accustomed to prioritizing workload and timelines
• Commitment to fostering and supporting an environment that honors diversity, equity, inclusion, and environmental justice practices
• Perform assigned duties in a manner consistent with applicable laws, regulations and public records retention and requests are followed

• Benefits
• Flexible/Hybrid work arrangement
• Paid holidays and vacation days
• Retirement plan with employer contributions
• Health insurance
• Employee Assistance Program
• Paid sick leave
• Paid bereavement leave
• Family and Medical Leave Act (FMLA) leave
• Public Service Loan Forgiveness eligibility
• Professional development opportunities
• Opportunities for advancement and career growth

The Department of Natural Resources (DNR) is delighted to offer an exciting opportunity within our Records Management & Public Disclosure Program