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NEOGOV · 3 months ago

Records and Public Disclosure Officer

Thurston County – Tumwater, WA

Full-time

Onsite

Senior Level

$70K/yr - $94K/yr

5+ years exp

NEOGOV is the Office of Secretary of State in Washington, which is dedicated to ensuring a fair elections process and protecting government records. The Records and Public Disclosure Officer oversees the agency's responses to public records requests, ensuring compliance with state law and agency policies while managing program staff and the program's budget.

GovTechHuman ResourcesInformation TechnologySoftware

Responsibilities

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

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

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

Qualification

Public disclosure lawsRecords managementSupervisory experienceEDiscoveryBudget managementPolicy interpretationTraining staffTrend analysisCommunication skills

Required

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