Program Assistant - Public Records

City of Olympia; Billings (MT); On-site; USD 78,000 - 95,000; Full time

Benefits offered by this job

Teamsters Union

Job summary

The City of Olympia is seeking a Public Records Specialist to handle requests for police reports, videos, and related documents under supervision. You will coordinate disclosures, review requests, redact sensitive material, and ensure timely, compliant release to the public.

Responsibilities include processing requests from the community, aligning with state and federal laws, and providing clear customer service.

Qualifications

• A high school diploma or GED and two years records and information management experience is required.
• A bachelor’s degree in records and information management or a closely related field is preferred.
• Experience with redacting and editing of video recordings is highly desired.
• Achieving Level II ACCESS certification for WACIC/NCIC within six months of appointment is a condition for continued employment.
• Successful completion of a pre-employment criminal history background check and polygraph examination is required.
• Valid Washington State driver’s license is required.

Responsibilities

• Serve as the point of contact for public disclosure requests and coordinate activities related to this function.
• Receive, review, and process public records requests for police reports, videos, and other related documents.
• Ensure compliance with state and federal laws regarding the release of public records.
• Coordinate with department members, labor unions, and other City departments to gather requested information.
• Redact sensitive or confidential information from documents and videos as required by law.
• Maintain accurate records of all requests and responses.
• Assist in developing and implementing policies and procedures related to public records requests.
• Provide excellent customer service to requestors, addressing inquiries and concerns professionally and promptly.
• As part of a team, manage diverse workloads to meet deadlines and priorities.
• Support the Criminal Records team as needed.
• May provide direction and training to less experienced members.
• Punctual, regular, and reliable attendance is essential for successful job performance.

Skills

Public records laws

Public Records Act

Computer skills

Public assistance

De-escalation

Information systems management

Managing multiple requests

Confidential information handling

Washington law knowledge

Tactful problem solving

Independent work

Team collaboration

Communication skills

Organization

Follow directions

Education

High school diploma or GED

Two years records and information management experience

Bachelor’s degree in records and information management

Tools

Word processing

Database

Presentation software

Job description

Under general supervision, manages and responds to public records requests, ensuring the timely and accurate release of police reports, videos, and other related documents. This role is essential for maintaining transparency and fostering trust between the police department and the community.

Essential Functions

1. Serve as the point of contact for public disclosure requests and coordinate activities related to this function
2. Receive, review, and process public records requests for police reports, videos, and other related documents.
3. Ensure compliance with state and federal laws regarding the release of public records.
4. Coordinate with various department members, labor unions, and other City departments to gather and compile requested information.
5. Redact sensitive or confidential information from documents and videos as required by law.
6. Maintain accurate records of all requests and responses.
7. Assist in developing and implementing policies and procedures related to public records requests.
8. Provide excellent customer service to requestors, addressing inquiries and concerns professionally and promptly.
9. As part of a team, determine how to manage diverse workloads and workload fluctuations to meet state and federal deadlines, criminal justice system priorities, and customer expectations.
10. Support the Criminal Records team as needed.
11. May provide direction and training to less experienced members.
12. Punctual, regular, and reliable attendance is essential for successful job performance.

Typical Qualifications

Knowledge/Skills/Abilities:

1. Knowledge of applicable rules, regulations, laws, and ordinances related to the care and maintenance of a variety of detailed public records, particularly law enforcement records in various formats.
2. Knowledge of applicable laws related to the Public Records Act.
3. Skill in operating personal computer equipment and software, including word processing, database, and presentation programs, at a level of proficiency to perform position duties and responsibilities.
4. Ability to assist the public and/or other City staff in understanding public records and how to request them.
5. Skill in defusing angry or agitated people.
6. Ability to manage technical, complex information systems in compliance with applicable rules and regulations.
7. Ability to manage competing requests for assistance and demanding deadlines.
8. Ability to responsibly work with and manage sensitive criminal justice information using discretion, good judgment, and maintaining confidentiality.
9. Ability to learn and apply Washington State laws governing the release of criminal history information.
10. Ability to resolve difficult situations tactfully, diplomatically, and within Department guidelines.
11. Ability to work independently from general instructions and broad work expectations.
12. Ability to work cooperatively and effectively as a member of a service-oriented team.
13. Ability to communicate well and present a positive, professional image of City services.
14. Ability to organize work for maximum efficiency.
15. Ability to follow verbal and/or written instructions.

1. Experience/Education:
2. A high school diploma or GED and two (2) years records and information management experience is required. A bachelor’s degree in records and information management or a closely related field is preferred.
3. OR a combination of experience, education, and training that demonstrate expertise in the related areas.
4. Experience with redacting and editing of video recordings is highly desired.
5. Special Requirements:
6. Achieving Level II ACCESS certification for use of the Washington Crime Information Center (WACIC) and National Crime Information Center (NCIC) within six months of appointment is a condition for continued employment.
7. Successful completion of a pre-employment criminal history background check and polygraph examination is required.
8. Valid Washington State driver’s license is required.

Supplemental Information

Contacts:

1. Members in this position have extensive contact with non-commissioned and commissioned department members to receive/share information. The information may be sensitive or distressing in nature.
2. Members may also have extensive contact with the general public and others seeking information from the department.
3. These contacts may be stressful in nature and require the member to maintain their composure and follow Department guidelines under difficult circumstances.

Supervision:

1. None

Accountability:

1. Members in this position are accountable for the timely completion, quality, and accuracy of assigned tasks.

Working Conditions:

1. Members work in a setting with moderate noise and frequent interruptions.
2. The work requires sitting and performing routine tasks (such as video redaction) for long periods of time.
3. Members in this position will be exposed to scenes of graphic and/or violent incidents captured on body-worn cameras and mobile audio video systems.
4. The work may involve the stress of heavy workloads and pressure to meet strict timelines.
5. Some positions may require assignment to a swing shift work schedule.

Union:

Teamsters

Compensation (minimum-maximum):

$77,819.90 - $94,590.62

Exempt:

No