DATA ACCESS AND PUBLIC RECORDS SPECIALIST (PROGRAM MANAGEMENT SPECIALIST IV) (SR-22) [1 vacancy]

City and County of Honolulu, HI; Honolulu (HI); On-site; USD 75,000 - 110,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Retirement plan

Career development

Job summary

The City and County of Honolulu, HI seeks a Program Management Specialist to lead a team and improve public access to historical building and property records. You will help modernize how documents are preserved, organized, researched, and accessed for City agencies and the public.

You will oversee procedures, workflows and ensure compliance with public records requirements, including Sunshine Law. Strong leadership and records management experience are essential to support planning,

Qualifications

• Combination of education and experience as described in the job posting.
• Bachelor's degree OR four years of progressively responsible work experience with analytical responsibilities.
• Experience in researching and interpreting records, and explaining policies and procedures.
• Familiarity with public records laws (e.g., Hawaii's UIPA) is a plus.

Responsibilities

• Lead and support a team researching and providing access to historical building and property records.
• Develop and improve procedures, workflows, and customer service standards for digital access.
• Establish processes to modernize records access and preserve historical plans, permits, and records.
• Serve as the primary specialist for complex records research and analysis.
• Research and resolve complex records requests, including public records and Sunshine Law requirements.

Skills

Team Leadership

Records Management

Public Records

Data Analysis

Project Management

Education

Bachelor's degree

Job description

Preserving the Past.

Modernizing the Future.

The Department of Planning and Permitting (DPP), Data Access and Imaging Branch (DAIB), plays an important role in preserving Honolulu's history through its collection of building plans, permits, and property records.

As a Program Management Specialist, you will have the opportunity to lead a team, improve public access to valuable City records, and help modernize how historical documents are preserved, organized, research, and accessed. Your work will support property owners, City agencies, and the public while helping shape future planning, development, and revitalization across O'ahu.

What You'll Do:

• Lead and support a team responsible for researching and providing access to historical building and property records.
• Develop and improve procedures, workflows, and customer service standards to make records more digitally accessible and operations more efficient.
• Establish processes to modernize records access, including the preservation and organization of historical plans, permits, and property records.
• Serve as the primary specialist for complex records research and analysis.
• Research and resolve complex records requests, including requests subject to public records and Sunshine Law requirements.

Highly Desirables:

• Experience in records management, including the organization, preservation, and retrieval of historical documents.
• Supervisory or team leadership experience
• Knowledge of urban planning, permitting, land use, or building development processes.
• Experience researching and interpreting real property records, building plans, permits, or other development-related documents.
• Familiarity with legal research and the interpretation of laws, regulations, and policies related to public records, property records, or land use, including Hawaii’s Uniform Information Practices Act (UIPA).

Enjoy excellent employment benefits including generous time off (up to 21 vacation days, 21 sick leave days, and holidays), comprehensive health coverage, retirement plan, career development, and much more! View details about all our available benefits by clicking on the “Benefits” tab at the top of this posting or visiting https://www.honolulu.gov/dhr/benefits/.

Some notifications will be sent via e‑mail. You are responsible for monitoring instructions and correspondence from this office by checking your email account in a timely manner. To ensure proper delivery, please make sure you:

- use a valid e‑mail account;
- verify your e‑mail address is entered correctly on your GovernmentJobs account;
- are subscribed to email notices;
- check your spam folders; and
- add [e-mail] and [e-mail] to your contact list.

Notifications may also be sent via text message if opted into the service. Data and text messaging fees apply.

At the time of application, you must be a citizen, national or permanent resident alien of the United States or a non‑citizen eligible under federal law for unrestricted employment.

EDUCATION REQUIREMENT:

A combination of education and experience substantially equivalent to:

a) Graduation from an accredited four‑year college or university with a bachelor's degree; OR

b) Four years of progressively responsible work experience which required a high degree of analytical skill. Such experience must have involved:

• Gathering, evaluating and analyzing facts and other pertinent information required to resolve problems and/or to determine and recommend appropriate courses of action;
• Demonstrated the ability to elicit information orally and in writing;
• Reading, comprehending, interpreting and evaluating technical subjects, analyses or proposals;
• Applying problem‑solving methods and techniques, such as defining and analyzing problems, identifying alternative courses of action and using judgement in determining appropriate alternatives; and
• Preparing clear and concise written reports and recommendations for action.

Education must have been completed by the time of application in order to be credited. Education obtained outside of the United States must be comparable to a degree earned at an accredited college/university in the United States. In order to receive credit for the education, proper documentation, e.g., a foreign credential evaluation (FCE), must be provided. We also reserve the right to request further information about your academic program, evidence of comparability, or an original transcript.

Education Verification Requirement:

Education information must be listed clearly on your application. If available, please attach a legible electronic copy of your diploma, official transcripts, and/or applicable foreign credential evaluation to your application. As part of the hiring process, you may be asked to furnish documentation to verify your education to move forward for further consideration.

SPECIALIZED EXPERIENCE REQUIREMENT:

Two years of professional planning or program management experience. Such experience must have involved one or a combination of the following:

• Professional or analytical work experience in any field which involved work such as:
  • developing plans, policies, and option analysis;
  • managing projects and portfolios;
  • budgeting and procurement;
  • compliance monitoring and reporting;
  • gathering and analyzing data to determine conformance with standards and requirements and recommending improvements; and
  • giving technical advice and direction pertaining to program standards, requirements, or techniques.
• Professional or analytical work experience in:
  • urban planning, land use, zoning, development, or permitting process;
  • managing, organizing, preserving, or researching historical, property, or governmental records;
  • researching and responding to complex inquiries, providing substantive information, or interpreting and explaining policies, rules, procedures;
  • researching property ownership, land records, or property history, including records maintained by the Land Court, Bureau of Conveyances, or government agencies.

APPLICABLE SKILLS NEEDED

• Research, analyze, validate, and interpret quantitative and qualitative data, identify trends, and present results using clear reports.
• Plan and coordinate projects, sequence tasks, manage milestones, communicate project status, and identify or escalation risks.
• Develop and manage procurement documents, scopes of work, agreements, evaluations, and supporting records in accordance with public procurement requirements.
• Analyze requests, monitor expenditures, identify variances and resource needs, and support responsible use of program resources.
• Maintain accurate, complete, and retrievable records and reports using records‑management practices.
• Communicate clearly with the public, facilitate meetings or sessions, and build cooperative working relationships.

If you qualify for the position, your name will be eligible for consideration for the current vacancy and future job openings with this job title. Screening will be based on the education, experience, and other job‑related information provided in your application. Failure to provide sufficient information may result in your application being rejected or your receiving a lower rating. All information provided on an application is subject to verification. As applicable, false or misleading statements or omissions of material facts are grounds for disqualification and/or termination of employment with the City and County of Honolulu.