Public Records Adminstrator in Goldendale, Washington at Klickitat County

1. Serves as primary contact for processing requests for public records. Assist with requests for discovery.
2. Communicate with requestors to provide assistance and timely action on public records requests, including clarifying and prioritizing elements of the requests, establishing reasonable timeframes for response and communicating clearly in writing. Prepare or coordinate response letters to requestors; assist with scheduling appointments for review of records; oversee review of records; and, respond to questions related to the County’s Public Disclosure and Production Policy.
3. Coordinate with County departments and offices on locating responsive records and production of records and information responsive to requests. Direct time frames for responses. Coordinate assembly of multi-departmental responses.
4. Review collected records to ensure they are responsive and complete according to the request. Conduct research and analysis to determine if collected records are exempt from disclosure and coordinate the review of records which may be exempt and prepare required redaction report(s).
5. Develop, implement, and maintain a centralized system and tracking process for all public disclosure requests, including the filing and retrieval, indexing, retention, storage, scanning, and reproduction of County records, ensuring that the records are researched, analyzed and processed for public disclosure in accordance and compliance with applicable federal, state and local laws and regulations. .
6. Provide guidance and support to offices and departments to understand and utilize the Washington State Archive retention policies and procedures.
7. Provide guidance to departments and offices for all public records, not required in their current operation, to be transferred to the state archives so that the valuable and historical records of the state may be centralized, made more widely available and insured permanent preservation, provided such public records are not approved for destruction.
8. Provide guidance to all departments and offices appropriate public records management practices and policies.
9. Coordinate with the Information Technology staff and County departments and offices’ Public Records Officers on compliance with the Public Records Act and state retention requirements. Administer applicable policies and propose changes as needed to address changing technology and improvements to County retention systems.
10. Assist departments in researching information and documents stored in various formats to fulfill requests for public records and retention schedules.
11. Acts as liaison between state and local offices in matters of county records management and the Public Records Act.
12. Organize, provide and/or present county-wide training regarding retention of records and public records requests.
13. Develop and maintain a variety of performance measures documenting volumes and complexity of request and work effort required to comply with federal, state and local laws, policies and procedures related to fulfilling records requests.
14. Model a high standard of professional conduct, assure that absolute confidentiality is maintained as required, and exercise discretion regarding exemptions to information the Public Records Administrator may view in the course of fulfilling their responsibilities.
15. Assists in the planning and development of the project budget and develops long range operational plans for retention and public records requests process.
16. Locates, prepares applications, and utilizes grants in meeting program objectives, including exploring County-Wide retention software systems grants. Monitors and ensures all requirements of grants and contracts are met.
17. Creates and updates forms for use by the public and departments/offices. Posts forms on County website as necessary.
18. Ability to attend conferences/training overnight and retain WAPRO certification.

Additional Job Duties:

1. Represents the County as spokesperson at public meetings, as assigned.
2. Perform other related duties as needed.