Program Assistant - Public Records

City of Olympia; United States; On-site; USD 78,000 - 95,000; Full time

Job summary

The City of Olympia is seeking a Records/PAO staff member to manage public records requests for police reports, videos, and related documents. You will coordinate with departments, review requests, redact sensitive information, and ensure compliance with laws while delivering professional service to requestors.

With a focus on accuracy and teamwork, you will maintain records, support policy development, and assist with training.

Qualifications

• Knowledge of rules and laws governing public records and criminal history information.
• Knowledge of the Public Records Act and related regulations.
• Ability to operate PCs and software used for word processing, databases, and presentations.
• Ability to assist the public and staff in understanding how to request records.
• Skill in handling confidential information with discretion and good judgment.
• Ability to learn state laws for release of criminal history information.
• Ability to resolve difficult situations tactfully and professionally.
• Ability to work independently and as part of a service-oriented team.

Responsibilities

• Serve as the point of contact for public disclosure requests and coordinate activities.
• Review, process, and respond to requests for police reports and related documents.
• Ensure compliance with state and federal laws for releasing records.
• Redact sensitive information from documents and videos as required by law.
• Maintain accurate records of all requests and responses.
• Assist in developing policies and procedures for public records requests.
• Provide excellent customer service to requestors and address inquiries.
• Coordinate with departments and labor unions to gather information.
• Support the Criminal Records team as needed.
• May train less experienced staff and ensure reliable attendance.

Skills

Public records laws

Customer service

Discretion confidentiality

Communication skills

Organizational skills

Education

High school diploma or GED

Bachelor's degree in records management

Tools

Word processing

Database software

Presentation software

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

Typical Qualifications Knowledge/Skills/Abilities

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

Experience/Education

• 1. 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.
• 2. OR a combination of experience, education, and training that demonstrate expertise in the related areas.
• 3. Experience with redacting and editing of video recordings is highly desired.

Special Requirements

1. 1. 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.
2. 2. Successful completion of a pre-employment criminal history background check and polygraph examination is required.
3. 3. Valid Washington State driver’s license is required.

Supplemental Information Contacts

1. 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. 2. Members may also have extensive contact with the general public and others seeking information from the department.
3. 3. These contacts may be stressful in nature and require the member to maintain their composure and follow Department guidelines under difficult circumstances.

Supervision

• None

Accountability

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

Working Conditions

1. 1. Members work in a setting with moderate noise and frequent interruptions.
2. 2. The work requires sitting and performing routine tasks (such as video redaction) for long periods of time.
3. 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. 4. The work may involve the stress of heavy workloads and pressure to meet strict timelines.
5. 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

The City of Olympia provides competitive pay, great benefits, and supports work-life balance.

The City of Olympia complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Manny Bosser, Director of Human Resources, at [phone] or [e-mail]. This contact is for ADA accommodations only.

We are an equal opportunity employer strongly committed to honoring diversity, equity and belonging within our workforce and community.

Please consider bringing your talents to the City of Olympia, where we value compassion, integrity and effectiveness in our work to make a difference every day.

Olympia is a vibrant, healthy and beautiful Capital City and a great place to work, live and play.