Public Records & Records Management Officer

Wenatchee Valley College; Wenatchee (WA); On-site; USD 81,000 - 93,000; Full time

Benefits offered by this job

Health and retirement benefits

Tuition reduction

Paid time off

Job summary

Wenatchee Valley College seeks a Public Records and Records Management Officer to administer the college's public records and records management programs in compliance with Washington law. You will serve as the subject matter expert for public disclosure, retention, and disposition, coordinating responses to requests, advising departments, and developing procedures.

The role requires exemplary judgment, confidentiality, and the ability to balance transparency with operational needs.

Qualifications

• Bachelor's degree and three years of progressive experience in public records or records management, or an equivalent combo of education and experience.
• Demonstrated ability to interpret statutes/regulations and advise on compliance.
• Ability to manage multiple deadlines with discretion and sound judgment.

Responsibilities

• Coordinate and administer the Public Records Act program in accordance with Washington RCW 42.56.
• Receive, log, track, acknowledge, and process requests.
• Identify, collect, review, and produce responsive records with applicable exemptions.
• Prepare exemption logs and maintain records retention and destruction procedures.
• Develop and deliver employee training on public records and retention practices.
• Monitor timelines and ensure compliance with legal requirements.

Skills

Public records expertise

Statute interpretation

Records requests management

Deadline management

Written and verbal communication

Cross‑department collaboration

Training development

Independent work

Attention to detail

Education

Bachelor's degree in Business Administration, Public Administration, Legal Studies, Information Management, Records Management

Tools

Microsoft Office Suite

Document management systems

Job description

The Public Records and Records Management Officer administers Wenatchee Valley College's public records and records management programs in compliance with the Washington State Public Records Act (Chapter 42.56 RCW), records retention requirements established by the Washington State Archives, and applicable federal and state laws governing records management.

This position serves as the college's subject matter expert for public disclosure, records retention, records disposition, and records management best practices. The Specialist coordinates responses to public records requests, advises departments regarding records retention requirements, develops and maintains records management procedures, and provides training to college employees. The position requires exceptional judgment, attention to detail, discretion, and the ability to manage sensitive and confidential information while balancing transparency, legal compliance, and operational efficiency.

Public Records Administration

• Coordinate and administer the college's Public Records Act program in accordance with Chapter 42.56 RCW.
• Receive, log, track, acknowledge, and process public records requests.
• Coordinate with departments to identify, collect, review, and produce responsive records.
• Review records for applicable exemptions and coordinate redactions in consultation with legal counsel as appropriate.
• Prepare exemption logs and correspondence related to public records requests.
• Monitor statutory response timelines and ensure compliance with legal requirements.
• Serve as the primary point of contact for requestors regarding public records.
• Maintain records request tracking systems and documentation.
• Recommend improvements to public records processes and procedures.

Records Management

• Develop, implement, and maintain the college-wide records management program.
• Ensure compliance with Washington State Archives records retention schedules.
• Assist departments with records classification, retention, storage, and disposition.
• Coordinate records destruction in accordance with approved retention schedules.
• Maintain records inventories and disposition documentation.
• Assist departments in transitioning from paper-based to electronic recordkeeping systems.
• Develop procedures and standards for electronic records management.
• Coordinate with Information Technology regarding electronic records storage, security, and preservation.

Compliance and Training

• Monitor changes in state and federal laws affecting records management and public disclosure.
• Develop institutional procedures related to public records and records retention.
• Conduct employee training on:
  • Public Records Act compliance
  • Records retention requirements
  • Records management best practices
  • Email and electronic records management
• Provide consultation to departments regarding records-related issues.
• Assist in internal audits and compliance reviews.

This is not intended to be an exclusive list of all duties and responsibilities. Related duties and responsibilities may be assigned.

Minimum Qualifications:

• Bachelor's degree in Business Administration, Public Administration, Legal Studies, Information Management, Records Management, or a related field.
• Three years of progressively responsible experience administering public records, records management, legal compliance, or governmental administration, oran equivalent combination of education and experience.
• Or, if you do not meet one or more of qualifications listed above but have an applicable combination of education and experience which demonstrates the ability to perform the essential functions of the position.

Preferred Qualifications:

• Experience creating digital content (such as Word/PDF documents and web and learning management system content as appropriate to the role) in accessible formats.
• Bilingual in Spanish and English.

Knowledge of:

• Washington Public Records Act (Chapter 42.56 RCW)
• Washington records retention laws
• Washington State Archives retention schedules
• Electronic records management
• Records lifecycle management
• Microsoft Office Suite
• Document management systems
• Information governance principles
• Confidentiality requirements
• FERPA
• HIPAA (where applicable)
• State ethics laws

Ability to:

• Interpret statutes, regulations, and policies.
• Analyze complex records requests.
• Exercise sound judgment regarding confidential information.
• Manage multiple deadlines simultaneously.
• Communicate effectively verbally and in writing.
• Build collaborative working relationships across departments.
• Develop and deliver employee training.
• Prepare detailed correspondence and reports.
• Work independently with minimal supervision.
• Maintain exceptional organizational skills and attention to detail.

Terms of Employment:

This is a full-time professional exempt position contracted on an annual basis.

The starting annual salary hiring range for this position is $80,560 to $93,258. Individual placement within the hiring range is based on the candidate's current experience, education, skills, and abilities related to the position. The salary will be prorated to reflect the actual number of contract days worked in the remainder of the fiscal year.

Your paycheck is just part of the total compensation package. There is an outstanding benefits package which is worth an additional value equivalent to about 30% of your salary. A comprehensive health care benefits package for you and your dependents includes medical, dental and vision insurance; life and long- term disability insurance plans; vacation, sick and personal leave; reduced tuition; and retirement benefits are also provided. For more information, please visit our benefits website at: https://www.wvc.edu/humanresources/benefits.html.

Work Schedule & Environment:

• Normal work hours are Monday through Friday, 8:00 a.m.-5 p.m. (1 hour lunch).
• Work is performed on campus in an indoor office setting with frequent in-person interactions. It is essential to be able to remain at a desk/computer workstation for prolonged periods of time, perform extensive data entry and other computer-related tasks and create/maintain filing systems for departmental records. Some evening or weekend work and/or occasional travel may be required.
• Regular and consistent attendance required.

Conditions of Employment: 80560.

• An offer of employment will not carry with it any responsibility or obligation on the part of the College to sponsor an H-1B visa.Wenatchee Valley College only employs U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show proof of identity, and eligibility verification as required by the U.S. Citizenship and Immigration Services.
• All offers of employment are subject to background checks. Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.
• Finalists are required to complete the sexual misconduct disclosure form as required under RCW 288.112.080.
• A valid Washington state driver's license may be required.

Reasonable Accommodation:

Applicants with disabilities who require assistance with the application and employment process will be accommodated to the extent reasonably possible. Requests should be made to the human resources office by calling 509-682-6440. Persons who are deaf or hard of hearing may dial 711 to place a call through Washington Relay, the state's free telecommunication access service.

Equal Opportunity Employer:

Wenatchee Valley College is committed to a policy of equal opportunity in employment and student enrollment. All programs are free from discrimination and harassment against any person because of race, creed, color, national or ethnic origin, sex, sexual orientation, gender identity or expression, the presence of any sensory, mental, or physical disability, or the use of a service animal by a person with a disability, age, parental status or families with children, marital status, religion, genetic information, honorably discharged veteran or military status or any other prohibited basis per RCW 49.60.030, 040 and other federal and laws and regulations, or participation in the complaint process.

Equity Statement:

Research suggests that women, gender diverse, BIPOC individuals may self-select out of opportunities if they don't meet 100% of the job requirements.We encourage anyone who believes they have the skills and the drive necessary to succeed here to apply for this role.

The following persons have been designated to handle inquiries regarding the non-discrimination policies and Title IX compliance for both the Wenatchee and Omak campuses:

• To report discrimination or harassment: Title IX Coordinator, [phone], [e-mail].
• To request disability accommodations: Student Access Director, Wenatchi Hall 2133, [phone], TTY/TTD: Dial 711, [e-mail].

This recruitment announcement may not reflect the entire job description and can be changed or modified at any time.