RECORDS OFFICER

State-of-Washington-Office-of-Public-Defens; Olympia (WA); On-site; USD 79,000 - 103,000; Full time

Job summary

Washington State Office of Public Defense (OPD) is seeking a Records Officer to ensure compliance with public records laws, manage records requests, and coordinate agency-wide records searches in Olympia, WA. The role emphasizes strong organizational skills and prior records experience.

Occasional travel is required, and telework may be possible on a limited basis. Responsibilities include maintaining tracking systems, redacting records as needed, and developing staff training on records

Qualifications

• College-level coursework in records/information management, library science, business, or related field plus a minimum of three years’ work experience administering public disclosure activities.

Responsibilities

• Under supervision, ensure OPD compliance with GR 31.1, RCW 42.56, and related case law.
• Serve as primary contact for records requestors and facilitate timely responses.
• Independently manage complex, agency-wide records searches and coordinate with program and IT staff to optimize records management.
• Maintain the agency’s public records request tracking system to monitor timely review and response.
• Coordinate with agency leadership to ensure records are maintained, disposed, or archived per retention schedules and legal holds.
• Develop and deliver training for OPD staff on public records, retention, and records management.
• Work primarily onsite at OPD offices in downtown Olympia with limited telework optional.

Education

College-level coursework in records/information management, library science, business, or related field

Job description

We Want You to Join Our Passionate Public Defense Team!

Mission

Upholding the rights of all people who are facing the loss of liberty or family by providing statewide leadership, administration, and support to the multidisciplinary public defense profession.

Vision

Public defense clients, everywhere in the state, receive truly equitable and client-centered representation from fully supported professionals.

Values

Justice * Service * Equity * Excellence

About the Washington State Office of Public Defense (OPD)

The Washington State Office of Public Defense is an independent judicial branch agency mandated to implement the constitutional and statutory guarantees of counsel and to ensure the effective and efficient delivery of indigent defense services funded by the state.

We administer a variety of programs, including systemic improvement programs and programs providing direct representation. We are dedicated to excellence in public law and indigent defense, and we seek talented candidates who share this commitment to client-centered service. We value employees who bring diverse backgrounds in education, employment, community activities, and life experiences to enhance our office.

Diversity, Equity and Inclusion. We vigorously pursue diversity in the work force. Women, racial and ethnic minorities, persons over 40 year of age, LGBTQIA+, persons with disabilities, formerly incarcerated, people with prior child welfare involvement, and military veterans are encouraged to apply. Pursuing diversity, equity and inclusion means that as an agency, and as individuals, we are committed to ensuring that all employees enjoy a respectful, safe, and supportive working environment.

Position Description

Under the supervision of an agency deputy director, the Records Officer ensures OPD compliance with GR 31.1 (Access to Administrative Records of the Judicial Branch), RCW 42.56 (WA Public Records Act), and related case law. The Records Officer is responsible for managing agency records and ensuring that the production of requested records is consistent with applicable rules and laws. This position requires strong organizational skills and attention to detail. Prior records experience is required. This is not an entry level position.

Periodic travel is required in Washington State, including occasional overnight travel. Out-of-state travel occurs infrequently.

• Working under the supervision of an agency deputy director, ensure OPD compliance with GR 31.1 (Access to Administrative Records of the Judicial Branch), RCW 42.56 (WA Public Records Act), and related case law.
• Serve as primary contact for records requestors and facilitate timely responses.
• Independently manage complex, agency-wide records searches, respond to public disclosure requests, and coordinate with program and IT staff to optimize records management at the agency.
• Maintain the agency’s public records request tracking system to monitor timely review and response.
• Conduct searches to locate and identify responsive records and coordinate the production of public records with agency record-holders to meet legal deadlines.
• Evaluate whether a requested record or portion of a record is exempt, redact records as necessary and maintain redaction and exemption logs.
• Implement and maintain OPD public records policies, procedures and forms, and ensure all are consistently current on the OPD public website.
• Evaluate, analyze, and make recommendations to OPD leadership regarding public records requests and records management.
• Coordinate with agency leadership to ensure that records are maintained, disposed, or archived according to retention schedule and applicable legal holds.
• Regularly attend WAPRO and other relevant training regarding changes to public records laws and regulations and make recommendations to update policies and procedures to ensure compliance with evolving public records law in Washington.
• Develop and deliver training for OPD staff on public records, record retention, and records management.
• Manage and prioritize multiple tasks within competing deadlines.
• Work primarily onsite at OPD offices in downtown Olympia. Telework may be an option on a limited basis.
• Perform other duties as assigned.

Minimum Qualifications

• College-level course work in records/information management, library science, business, or related field plus a minimum of three years’ work experience administering public disclosure activities OR a combination of education, training and practical experience that provides an equivalent background required to perform the work of the position.

Desired Qualifications

• Public Records Officer certification from the Washington Association of Public Records Officers (WAPRO) or Records Manager certification from the Institute of Certified Records Managers (ICRM).
• Previous experience as a public records officer or assistant records officer at a state or local court or government agency in Washington State.
• Certificate in Paralegal Studies
• Project management certification and/or training skills and experience.
• Knowledge of information governance principles/practices; general understanding of information technology.
• Experience working collegially with legal services professionals.

Compensation

Compensation: $78,504 to $102,996 annually

Compensation depending on qualifications. Washington State employees are offered a comprehensive benefit package that includes: paid holidays, vacation and sick leave, retirement and health, dental and life insurance coverage for self and family. There are also options for deferred compensation and pre-tax flexible spending accounts.