Public Records Officer

NCSL Juvenile Justice Principles Work Group; Denver (CO); Hybrid; USD 6,800 - 12,000; Full time

Benefits offered by this job

Vacation and sick leave

Paid state holidays

Health, life, and other optional ins.

Retirement benefits

Job summary

The State of Vermont - Office of Legislative Counsel seeks a nonpartisan Public Records Officer to manage the public records function for the House of Representatives, lead a staff, and ensure production of records complies with state and federal laws.

You will supervise a team, triage requests, coordinate with requestors, apply redactions, and develop procedures for storage, retention, and release while training members and staff on records management.

Qualifications

• Nine years of professional experience with public records and records management.
• At least 2 years of supervising or managing a public records or related team.
• Alternative: two-year degree with seven years of experience and supervision.
• Bachelor's or higher degrees paired with relevant experience are acceptable.

Responsibilities

• Manage House responses to public records requests under applicable acts.
• Oversee the public records office and coordinate with staff on complex requests.
• Monitor, assign tasks, and review responses before release.
• Identify records and coordinate production with record holders to meet deadlines.
• Serve as primary contact with requestors and facilitate responses.
• Review records for redactions and exemptions and apply them prior to release.
• Search email archives for responsive communications.
• Develop procedures for storage, retrieval, and filing of records per retention schedules.
• Develop and maintain policies for public records requests.
• Collaborate with House Counsel on training for members and staff.
• Evaluate requests and make recommendations on records management.
• Respond to inquiries from legislative members, staff, and the public.
• Liaise with Leg-Tech on software and technical issues related to public records.
• Use discretion to triage confidential information.
• Monitor changes to public records laws and implement policy updates.
• Multi-task and manage long, irregular hours during sessions.

Skills

Public records management

Supervisory experience

Organization skills

Attention to detail

Education

Nine years of professional experience with public records

Associate's degree in business/public administration/program management/related field

Bachelor's degree in business/public administration/program management/related field

Advanced degree (MBA/JD) in related field

Job description

Range: $6,772 - $11,735 monthly, based on relevant experience and qualifications.

State of Vermont - Office of Legislative Counsel

The Public Records Officer is a nonpartisan position within the House Administration that is responsible for managing the public records function for the House of Representatives, serving as the point of contact for all public records requests, and ensuring that the production of requested records is consistent with state and federal laws. This position leads a team of public records staff, involves supervisory responsibility, and requires strong organization skills and attention to detail.

Responsibilities

• Manage House responses to the public records requests under the Washington State Public Records Act (chapter 42.56 RCW).
• Manage and oversee the work of the public records office, which receives frequent complex requests.
• Monitor, coordinate, and assign tasks or requests to public records staff and review completed requests before release.
• Identify records and coordinate the production of public records with record holders to meet legal deadlines.
• Serve as the primary point of contact with requestors and facilitate responses.
• Review responsive records for redactions and withholding exemptions and apply redactions prior to release.
• Search email archives for email communications responsive to requests.
• Develop and implement procedures, guidelines, and control for storage, retrieval, tracking, and filing of active and inactive records; ensure records are maintained, disposed, or archived according to retention schedule.
• Develop, implement, and maintain policies and procedures for public records requests.
• Work with House Counsel in the development and delivery of training for members and staff on public records, record retention, and records management.
• Evaluate, analyze, and make recommendations regarding public records requests and records management.
• Respond to inquiries and requests from legislative members, staff, and the public (answering phones, emails, and face-to-face contacts) on public records and records management issues.
• Serve as liaison with Leg-Tech on software and other technical issues related to public records.
• Use discretion to triage confidential and sensitive information.
• Monitor and analyze changes to public records laws and regulations, either through legislation or case law and make recommendations for the implementation of policy and procedure updates to ensure compliance.
• Multi-task and prioritize tasks within competing deadlines, and willing to work the long, irregular hours that are common during legislative sessions.

Qualifications

• Option 1: Nine (9) years of professional experience working with public records and records management AND At least 2 years of experience supervising or managing a public records or related team.
• Option 2: An associate’s degree in business, public administration, program management, human resources or closely allied field. AND Seven (7) years of professional experience working with public records and records management AND At least 2 years of experience supervising or managing a public records or related team.
• Option 3: A bachelor’s degree in business, public administration, program management or closely allied field AND Five (5) years of professional experience working with public records and records management AND At least 2 years of experience supervising or managing a public records or related team.
• Option 4: An Advanced degree in business, public administration, program management, or closely allied field or a juris doctor degree AND Three (3) years of professional experience working with public records and records management AND At least 2 years of experience supervising or managing a public records or related team.

Desirable/Preferred Qualifications

• Certified Public Records Officer from the Washington Association of Public Records Officers (WAPRO) or Certified Records Manager certification from the Institute of Certified Records Managers (ICRM).
• Project management certification and/or training skills, and experience.
• Experience providing records management services to include records scheduling and inventory.
• Knowledge of information governance principles/practices; general understanding of information technology.
• Experience working with elected officials, the Washington State Legislature or other comparable environment is desirable.

Note: Diverse backgrounds in education and experience could be successful in this role and will be considered. Candidates with any combination of experience that demonstrates the ability to perform the work will be considered.

Employee benefits include vacation and sick leave; paid state holidays; health, life, and other optional insurance; retirement; social security; and military leave.

About the Organization

The House of Representatives (House) comprises half of the Washington State Legislature and is made up of 98 members elected to serve two-year terms, representing 49 legislative districts. The House employs approximately 240 full-time year-round staff and 100 temporary session staff and interns. Staff workgroups include, nonpartisan staff, Democratic Caucus staff and Republican Caucus staff. The Legislature meets annually on the second Monday in January on the capitol campus in Olympia. Regular legislative sessions take place January through March in even-numbered years and January through April in odd-numbered years. Special legislative sessions occur as needed.

Our workplace is on the beautiful capitol campus in Olympia. The 486-acre campus includes the Legislative Building and other historic structures, as well as popular parks and trails with views of Capitol Lake, Budd Inlet, and the Olympic Mountains. The House of Representatives holds themselves to the Legislative Code of Conduct which expects the following:

• We conduct ourselves with self-awareness, self-respect, and professionalism;
• We treat others with respect, dignity, and civility, regardless of status or position; and
• We refrain from engaging in hostile, intimidating, offensive, or unlawful activities or behaviors that may amount to discrimination, harassment, sexual harassment, or bullying.