Department Records Management Supervisor

Pierce-County-Washington; Tacoma (WA); Hybrid; USD 70,000 - 100,000; Full time

Job summary

Pierce County Juvenile Court seeks a Department Records Management Supervisor to lead the comprehensive records program, supervise staff, and ensure compliance and security of confidential information. You will collaborate with Court leadership and partner agencies to optimize retention workflows and public records responses.

The role focuses on developing systems and procedures, managing archiving, and guiding best practices for records management across the department and with external

Qualifications

• Bachelor's degree in business, records management, or a related field.
• Three+ years overseeing records management systems for a government agency; or equivalent experience.

Responsibilities

• Lead and supervise the department's records management program, ensuring compliance and security.
• Participate in PCRC meetings and coordinate with IT on software and policy updates.
• Oversee archiving processes and record appraisals with WA Archives; manage public records requests.
• Develop retention schedules, training, and guidance on records management best practices.
• Coordinate contracting, vendor negotiations, and destruction/storage logistics.
• Ensure staff awareness of laws and policies; conduct performance evaluations.
• Support cross-department collaboration and compliance with regulatory changes.

Skills

Leadership

Records management

Compliance

Public records laws

Communication

Education

Bachelor's degree in business or records management

Tools

Adobe Pro

Electronic content management systems

Excel

Job description

Why It's a Great Opportunity:

As the Department Records Management Supervisor, you will lead and oversee the Juvenile Court’s comprehensive records management program. In this role, you will supervise the Records Specialist and work collaboratively with Court leadership, subject matter experts, and partner agencies to ensure the integrity, security, accessibility, and compliance of the Court’s records. You will guide the development and implementation of department-wide systems, procedures, and best practices that support effective public records responses, efficient records retention workflows, and responsible stewardship of highly confidential information.

Your leadership will directly shape how the Juvenile Court manages legal, administrative, and historical records while strengthening transparency, compliance, and operational efficiency. This is a meaningful opportunity to influence lasting improvements to how information is organized, preserved, and shared across an innovative and nationally recognized justice organization.

Why It's a Great Department:

Pierce County Juvenile Court is an innovative leader in the youth justice field. It is home to where reform policies, practices, and programs are nationally recognized. Pierce County Juvenile Court was one of two sites in the nation to be selected to pursue Probation Transformation in partnership with the Annie E. Casey Foundation. The Juvenile Court system is proud to be a national leader in working with young people and families to address systemic racism and improve outcomes for all people in our community. Even with the successes in our reform journey, we know that there is more work to do as the structure of our current system is designed to produce disparate outcomes for BIPOC children and families, as well as marginalized communities.

Your passion for leading with compassion, listening, supporting, empowering, and providing resources and advocacy to young people and families will be valued here. We welcome and embrace your diverse perspective and talents. We believe people and systems can change, and together, we will make a powerful impact in the community.

Our Guiding Principles

• We Practice Gratitude: Put relationships first and be thankful; a readiness to show appreciation for others and return kindness.
• We Value Differences: Appreciate and embrace differences in opinions, cultures, and experiences.
• We Maintain a Growth Mindset: Effort and perseverance are important; giving and receiving feedback is critical to improving skills and establishing grit. The focus is on the process; outcomes will follow.
• We Choose Courage Over Comfort: Willing to face challenging tasks and engage in difficult conversations with grace. We support each other in all times.
• We Practice Authenticity: Be genuine, speak your truth, and seek understanding of experiences that differ from your own.

How to be Successful in the Role:

In this leadership position, success comes from a blend of strategic thinking, strong communication, and hands-on operational knowledge. You will work closely with staff to ensure clear processes, timely responses, and consistent application of laws and policies related to records management. The ideal candidate is organized, adaptable, and comfortable overseeing both daily activity and long-term improvements.

Exceptional interpersonal skills, tactful communication, and a collaborative mindset will help you support staff, work with internal and external stakeholders, and navigate complex or sensitive information. Strong planning abilities and fluency with modern records-related tools - including Adobe Pro, Excel, and electronic content management systems - will be essential to thriving in this role.

This position is primarily in-office, with occasional remote work available based on operational needs.

Your Future in this Role

As the justice system continues to improve and reform, we welcome forward-thinking, creative, and compassionate people who thrive working in ever-changing and innovative environments.

This position has opportunities for professional development, leadership, and training, as well as creating many connections within child welfare, education, race equity, mental health, substance use treatment, community resources, and other areas that impact the young people and families we serve.

Core Daily Responsibilities

• Manage and supervise the records management program (electronic and paper), of a large department, ensuring compliance, confidentiality and maintenance of records retention and destruction programs in compliance with established policies and procedures including Federal, State, local laws, and County policies.
• Actively participate in the Pierce County Records Committee (PCRC) meetings and activities.
• Partner with the Information Technology Department and County records manager to ensure software and policies updates are implemented within the Department.
• Oversee and serve as liaison for all Department transmittal and archiving processes, including coordinating Washington State Archives (WSA) record appraisals.
• Research all applicable rules and regulations concerning records retention and identify appropriate records retention schedules as established by County procedures and legal requirements.
• Manage public records requests on behalf of assigned department.
• Prepare a variety of reports and memorandum related to records management and departmental activities.
• Coordinate written and verbal communication and activities with other County departments and personnel, State Archives, and other public and private agencies.
• Provide record management expertise, training, and support to department staff on best practices for record retention and destruction to ensure compliance with government regulations and assist with records analysis and inventories, including documents and/or records holding historical value.
• Develop short and long-range goals, creating and maintaining records retention schedules, and archiving in accordance with policies and procedures.
• Participate in the contracting process, review, and evaluate contracts, help develop requests for proposals, participate in vendor negotiation and selection for secure destruction of Department records and storage of records with General Services.
• Maintain effective communication with department staff to facilitate and ensure adherence to policies and procedures.
• Supervise and coordinate activities of a designated unit; determine work procedures, prepare work schedules, and determine methods for expediting workflow; assign, review and approve the work of subordinate staff.
• Ensure consistent interpretation of laws, rules, policies, and procedures.
• Investigate grievances involving subordinates and recommend resolution; recommend hiring, promotional and disciplinary actions; approve leave requests, and overtime; assure adequate coverage during staff absences.
• Conduct performance evaluations and develop performance measures and standards.
• Participate in meetings and training opportunities, professional organizations (i.e., Washington Association of Public Records Officers (WAPRO), Association of Records Managers and Administrators (ARMA), and Alliance of Libraries, Archives and Records Management (ALARM)).
• Maintain knowledge of regulatory changes and innovations in records management through participation in meetings, training opportunities, and professional organization memberships (such as WAPRO, MRSC, ARMA, or ALARM).
• Ensure that department staff is appropriately trained and knowledgeable of current trends, up to date on records management policies, and public records laws and policies.

A classification description with a more detailed list of essential functions can be found here.

Our Recruitment Practices

This is a competitive and meritorious selection process. Pierce County applications are reviewed by human hiring staff in accordance with the qualifications listed for the position. Pierce County Juvenile Court understands applicants may use AI tools when preparing application materials. We recognize these tools can make the process easier; however, we ask that everything you submit genuinely reflects your own experience, skills, knowledge, and writing style.

During the interview process, you may be asked to demonstrate your skills, including writing and subject knowledge, and to speak to your experience in your own voice. Applicants should be prepared to respond to interview questions without relying on AI-generated responses or reading prepared answers from a screen. Any misrepresentation may result in disqualification or separation.

Applicants whose qualifications most closely align with the County’s needs will be eligible for further consideration. Notification of application status typically occurs within two to three weeks after the closing date. Some applicants may receive short notice to participate in additional selection steps, which may include assessments, phone screens, or interviews.

Upon offer, compensation is based on a range of job-related factors, including the requirements of the role, your skills and experience, and internal pay equity.

Our Welcoming Workplace Commitment

Pierce County is committed to fostering a Welcoming Workplace where employees are supported, respected, and able to thrive. We believe a strong public workforce is representative of the community it serves and that fair and just access to opportunity strengthens public service.

Guided by the County Executive’s Forward Together mission, Pierce County works to build communities that are safe, welcoming, and connected. This same commitment shapes how we recruit, develop, and retain our employees. County employees make a direct and visible impact in the lives of residents every day, and we invite you to join us in helping keep Pierce County a place people are proud to call home.

Qualifications

• Bachelor's degree in business, records management, or a related field; and
• Three or more years of experience overseeing records management systems (paper or electronic) for a government agency; or
• Any equivalent combination of education and experience is required
• Please attach a current resume and cover letter; failure to do so will result in an incomplete application

Preferred Qualifications

• Certified Records Manager (CRM) or similar industry recognized credential
• Previous supervisory or lead experience

Thank you for considering Pierce County Juvenile Court as a potential employer. Juvenile Court employees are directly responsible for the supervision and/or care of young people under the age of eighteen. As such, all applicants undergo an extensive application process, as well as a thorough background investigation.

THE BACKGROUND INVESTIGATION may include, but is not limited to an interview; employer reference checks; polygraph test; criminal records, driving records, and financial history check. Failure of any portion of the background investigation will be "cause" for removal from consideration.

Other Important Information

In order for your application materials to be considered, all information must be submitted by the closing date and time listed on this job announcement. Once an application is submitted, it cannot be updated, amended, or accept any additional documents.

At Pierce County, diversity, equity, and inclusion means commitment, not a single step. We strive to foster an inclusive environment that supports equitable access to opportunities throughout your career. We want to recruit, develop, and maintain a talented workforce from various backgrounds, cultures, lifestyles, and perspectives, committed to our vision. Employees of the County have local, direct, and visible impact in our diverse community. Will you join us in keeping Pierce County a place people are proud to call home?