Public Records Coordinator (Administrative Specialist III - BU)

Seattle Human Services Department; Seattle (WA); On-site; USD 55,000 - 61,000; Full time

Job summary

The Seattle Human Services Department seeks an Administrative Specialist III to manage public disclosure requests (PDRs) and provide essential administrative support to the Legislative & External Affairs team in Seattle. This role will drive the PDR lifecycle, coordinate with city offices, and ensure records are handled with accuracy and equity.

You will support LEA scheduling, meetings, communications projects, and file organization, while maintaining a strong focus on inclusive public

Qualifications

• Three years of clerical support experience or equivalent combination of education, training and/or experience.
• Bachelor's Degree in Public Administration, Political Science, or related discipline is preferred.
• Understanding of Washington State Public Records Act and application in public agencies.
• Familiarity with legal exemptions for record redaction or withholding.
• Excellent communication and customer service skills.
• Experience with inclusive and equitable communication with diverse communities.
• Experience coordinating across divisions, departments, or agencies.
• Experience using Microsoft Office 365 tools (Outlook, Teams, OneNote, etc.).

Responsibilities

• Manages and leads the department's response to public disclosure requests (PDRs) under public disclosure law and city requirements.
• Oversees the lifecycle of PDRs from receipt to final release of records, including five-day acknowledgment letters.
• Tracks progress of PDRs and creates status reports for LEA Director; compiles quarterly trend reports.
• Attends Citywide PDO trainings; coordinates with Public Disclosure Officers and City Attorney’s Office as needed.
• Trains and supports staff on record retention and serves as the LEA public records subject matter expert.
• Manages LEA main reception phone and email inbox; logs communications and tracks progress.
• Supports LEA team meetings by preparing agendas, materials, notes, and follow-up items.
• Maintains organized LEA files, shared folders, and other administrative systems.

Skills

Communication skills

Customer service

Attention to detail

Public engagement

Cross-divisional coordination

Education

Bachelor's Degree in Public Administration, Political Science, or other relevant discipline.

Tools

Outlook

Teams

OneNote

Job description

Position Description

The Seattle Human Services Department (HSD) lives out its mission to connect people with resources and solutions during times of need so we can all live, learn, work, and take part in strong, healthy communities. HSD is responsible each year for investing hundreds of millions of dollars to community-based human service providers that support the city's most vulnerable populations. The department works closely with its community partners, the public, and other nonprofit service providers to understand and address current and emerging human service needs, and to invest in creation of a comprehensive and integrated regional human service system.

The Legislative & External Affairs (LEA) team supports HSD through community engagement, communications management, media relations, and public affairs. Reporting to the Director of LEA, the Administrative Specialist 3 is an integral member of a team—often the first ‘voice’ that constituents hear. This position will facilitate HSD’s public disclosure requests (PDRs), lead constituent communications for the department, and provide administrative support to the LEA Director and the LEA team. This position may support LEA products such as social media and community engagement and, like all staff, is expected to hold and continue to grow commitment to racial equity and inclusion, dismantling racism, and intersectional prejudices (e.g., ageism, ableism), and promoting relational culture.

Job Responsibilities

• Manages and leads the Human Services Department’s (HSD) response to public disclosure requests (PDRs) pursuant to public disclosure law and City requirements.
• Oversees the lifecycle of PDRs from: receiving the request (i.e., email, phone call, letter, online form); providing the legally required five-day letter acknowledging receipt of request to the requestor; searching for records using software tools; reviewing individual records for responsiveness; and finally, releasing the records.
• Tracks progress of PDRs and creates regular status reports for the Legislative & External Affairs Director. Pulls quarterly summary reports to gauge trends and resources.
• Attends regular Citywide PDO trainings and meetings and coordinates with Public Disclosure Officers at other City departments/offices, and City Attorney’s Office as needed.
• Trains and supports HSD employees on record retention while serving as HSD’s public records subject matter expert.
• Manages HSD’s main reception phone and email inbox and responds to inquiries or concerns in a timely manner. Logs communications to track progress and provide regular metrics.
• Department lead addressing inquiries referred from the Customer Service Bureau (CSB)
• Provides general administrative and office management support for the LEA team.
• Manages the LEA Director’s calendar, including scheduling meetings and coordinating appointments and other commitments, and LEA’s internal team calendar, including scheduling team and HSD-wide meetings.
• Supports regular LEA team meetings by developing agendas, coordinating meeting materials, taking notes, and tracking follow-up items.
• Maintains organized LEA files, records, shared folders, and other administrative systems.
• Tracks team deadlines, required training, and other recurring administrative requirements.
• Assists with internal and external communications projects when appropriate and as capacity allows.
• Traveling to offsite events in Seattle may be required.
• Other duties as assigned.

Qualifications

Minimum Qualifications

• Requires three years of clerical support experience (or a combination of education, training and/or experience which provides evidence of the ability to perform work of the class).

Desired Qualifications

• Bachelor's Degree in Public Administration, Political Science, or other relevant discipline.
• A demonstrated understanding of Washington State’s Public Records Act and how it is generally applied in public agencies.
• Has familiarity with legal exemptions for record redaction and withholding.
• Great communication skills and customer service skills.
• A commitment to excellence and a strong attention to detail.
• Experience working with the public and a demonstrated understanding of inclusive and equitable communication practices that reflect, respect and celebrate the communities we serve.
• Experience coordinating across multiple divisions, departments, or agencies to complete projects.
• Experience using Microsoft Office 365 tools (Outlook, Teams, OneNote, etc.).

Additional Information

Position Classification: Administrative Specialist III - BU

The full salary range for this position is $39.65 - $44.51 an hour.

The first review of applications will be Tuesday, September 29th.

Hiring Process

• Completed NEOGOV online application.
• Current résumé indicating relevant experience and education.
• Cover letter describing how your skills and experience align with the stated job responsibilities and qualifications.
• Supplemental questionnaire responses (if applicable)

Offers of employment are contingent on verification of information provided by the applicant as part of the application process, which may include a detailed background check, pre-placement physical exam, and/or full driver's abstract, dependent upon position.

The City of Seattle offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents. More information about employee benefits is available on the City's website at: https://www.seattle.gov/human-resources/benefits.

Please note this job advertisement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.