Office and Records Specialist

Association of Washington Cities; Olympia (WA); On-site; USD 62,000 - 93,000; Full time

Benefits offered by this job

Health insurance

Retirement benefits

Paid vacation

Paid holidays

Tuition assistance

Job summary

Association of Washington Cities (AWC) is seeking a full-time Office and Records Specialist to support our administrative team and the Public Records Officer. The role involves handling technical records tasks, front-desk coverage, and HIPAA‑compliant document processing.

This position is based in Olympia, WA, with a comprehensive benefits package described in our compensation section. Qualified candidates will have 3 years of administrative experience, proficiency in Microsoft 365 and Adobe

Qualifications

• 3 years' progressive administrative support experience.
• Experience coordinating team workloads and prioritizing tasks.
• Experience in records management preferred.
• Associate's degree or equivalent education/experience.

Responsibilities

• Provide lead administrative support by coordinating daily office activities.
• Perform technical administrative tasks including mail merges and MS 365 usage.
• Provide front-desk coverage and handle incoming calls and visitors.
• Process documents with attention to confidentiality and HIPAA considerations.
• Assist PRO with processing public records requests as required.
• Prepare records for production and apply redactions as needed.

Skills

Attention to detail

Strong communication

Customer service

Discretion and professionalism

Education

Associate's degree

Tools

Microsoft 365

Adobe Pro

Job description

Description

Association of Washington Cities (AWC) is seeking a full-time Office and Records Specialist to join our collaborative and customer-focused team. This position assists the administrative team and the Public Records Officer (PRO) with technical public records and administrative tasks that support the organization’s administration, public records, and records management programs. The role also provides lead administrative support to the administrative team by coordinating the daily office support activities, prioritizing administrative work, supporting consistent processes, and assisting the team with a broad range of administrative and office support duties.

Founded in 1933, AWC is a private, nonprofit, nonpartisan organization, which provides a wide array of services to Washington’s cities and towns. AWC builds connections between our state’s diverse cities and towns, while providing our members with the support needed to thrive through delivery of data-driven education, nationally recognized pooling programs, and nonpartisan advocacy. AWC is a vibrant, fast-paced organization supported by 70 employees who are passionate about serving our members. We have a diverse team with subject matter expertise in various areas.

AWC welcomes applicants from all backgrounds. We value the unique views, backgrounds, experiences, expertise, and potential of all our employees. We are committed to following our core values of collaboration, equity, innovation, integrity, and respect.

Compensation and benefits:

Salary

The full salary range for this position is $61,901 to $92,852 annually. The top candidate’s placement within the range will typically fall between the minimum and 25th percentile of the range, depending on education, training, experience, and other conditions consistent with AWC policy. A compensation market analysis is completed every other year. As outlined in policy, AWC employees generally receive an annual adjustment based on market and economic changes, and an increase based on meeting full performance expectations.

Health insurance

AWC pays 100% of the medical premium for employees and 90% of the medical premium for spouse/domestic partner and child(ren) up to age 26. Dental and vision insurance are 100% employer-paid for employees and eligible dependents.

Retirement benefits

For every $1 an employee contributes toward their 401(k), AWC matches the contribution with $1.20, up to 10% of the employee’s base salary, subject to IRS thresholds. Employer match can also be applied towards eligible student loan payments.

Paid leave

Employees accrue four hours of paid vacation leave in the first year of employment for every semi-monthly pay period, with vacation accrual increasing over time; four hours of paid sick leave for every semi-monthly pay period; 11 paid holidays and two floating holidays each year.

Additional benefits

Basic life insurance and disability insurance; employer-funded Health Reimbursement Arrangement (HRA) ranging from $770 to $1,980 based upon enrollment in the medical insurance plans; access to outstanding performance awards and tuition assistance; and staff appreciation events.

This position works full-time in the AWC office in Olympia, WA.

Recruitment closes on September 14, at 5:00 pm.

What you’ll be doing:

• Provide lead administrative support in partnership with the HR Specialist by coordinating office support activities, prioritizing and assigning daily administrative work, and promoting consistent processes.
• Perform highly technical administrative tasks, including complex mail merges and be a resource to the administrative team on leveraging the M365 applications.
• Provide front-desk coverage as needed, including answering a multiline phone system, greeting guests, and assisting with coverage during breaks.
• Process mail, checks, and other documents accurately while ensuring confidential and HIPAA protected information is handled secured.
• Prepare for events, including pre and post-event packing.
• Assist and provide back-up to administrative staff with all other duties, as needed.
• Provide administrative support to the PRO in processing public record requests in accordance with RCW 42.56.
• Prepare records for production by converting records to formats suitable for preservation or public access.
• Apply redactions to records as directed and approved by the PRO, document each redaction with the applicable statutory exemption citations.
• Assist with searches of electronic and hardcopy records responsive to requests, within specified criteria and under the direction of the PRO.
• Provide back up with public records request tracking system to ensure timely response to record requests.
• Assist in performing file audits to ensure compliance with records retention schedules.
• Assist in the management and destruction of records in accordance with the retention schedules.
• Assist with projects related to the organization and preservation of historical documents.
• Copy, scan, file, and/or organize records, as assigned.
• Participate in meetings and trainings with relevant professional organizations, as approved.
• Monitor the general email inbox, forward messages to appropriate staff, and respond to senders as needed.

Requirements:

• 3 years' progressive administrative support experience.
• Experience coordinating team workloads, assigning responsibilities, and establishing work priorities preferred.
• Experience in records management preferred.
• Associate's degree or combination of education, experience and proven success in a similar role.

What you bring to the team:

• Ability to consistently perform work without errors, maintaining a high attention to detail and accuracy.
• Highly skilled at using Microsoft 365 applications, Adobe Pro, and the ability to learn and use a wide variety of proprietary systems.
• Ability to exercise discretion and handle sensitive information with a high level of professionalism, tact, and sound judgement.
• Ability to organize work, prioritize competing tasks, and use available resources effectively to complete work accurately and on schedule for self and others.
• Ability to remain flexible and responsive to changing priorities, deadlines, and organizational needs.
• Strong verbal and written communication skills with the ability to convey information clearly to diverse audiences.
• Strong problem-solving skills, including the ability to gather relevant information, evaluate options, and take appropriate action within the scope of assigned responsibilities.
• Knowledge of the Washington State Public Records Act.
• Ability to work collaboratively as part of a team, coordinate work with others, support shared priorities, deadlines and collaborate on organizational initiatives.
• Demonstrate strong judgement and decisiveness within the scope of established policies and procedures, ensuring adherence to standards.
• Proficient knowledge of business writing, punctuation, grammar, proof reading, spelling and arithmetic.
• Strong customer service skills and ability to represent AWC professionally?to both internal and external customers.
• Ability to maintain consistent attendance and punctuality in accordance with approved work schedule.

Working conditions:

• Work performed primarily in an office setting and is sedentary in nature, prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift and carry up to 30 pounds at times.
• Work may involve standing for long periods, stooping, repetitive motions with hand, wrist and fingers.
• Driving an automobile may be necessary, incumbent may spend prolonged periods in a vehicle.
• Incumbent may travel to trainings and events; overnight stays generally will not exceed 5 nights per year.

To request reasonable accommodations in the application process, please email [e-mail].

AWC is looking for people who can help us achieve our mission and vision, not just check the boxes. If you’re excited about this role and interested in supporting local government,

All offers of employment are contingent to authorization for employment in the United States, criminal background check, reference checks, and required education/credential verification. Information obtained from the background check will not necessarily preclude employment but may be considered.??

All AWC employees must work in Washington state, unless explicitly preapproved by the CEO to work in Oregon or Idaho.

AWC is an Equal Opportunity Employer and values diversity on our team. Applicants are considered for positions without regard to race, color, religion, creed, sex, sexual orientation, national origin, ancestry, age, perceived or actual physical or mental disability, genetic information, marital status, veteran status, gender identity or expression, as required by federal, state, and local laws.