Temporary Public Records Assistant

City of Port Townsend; Port Townsend (WA); On-site; USD 31,000 - 44,000; Part time

Job summary

The City of Port Townsend is seeking a part-time, temporary employee to assist with public records maintenance and requests through the end of 2026.

Up to 20 hours per week at $27.00 per hour. No medical benefits, but accrues 1 hour of sick time per 40 hours worked and access to City's EAP.

Duties include records retrieval, scanning, redaction, and responding to records requests in coordination with City staff.

Qualifications

• Ability to use standard office equipment and learn duties quickly.
• Strong customer service and professional communication skills.
• Develop collaborative relationships and exercise sound judgment.

Responsibilities

• Retrieves and refiles hard copy records.
• Scans and labels records.
• Communicates with other departments to fulfill records needs.
• Logs records to be transferred to the State.
• Prepares records for disposition, indexing, sorting, and scanning.
• Reviews records for exempt information and applies redactions.
• Completes record searches in electronic systems.
• Assists with in-person public review of records and copies/scans.
• Assists with fulfilling public records requests.

Skills

Office equipment use

Learn quickly

Customer service

Collaboration

Communication

Sound judgment

Tools

Microsoft Windows

Microsoft Office Suite

Job description

The City of Port Townsend is seeking to hire a part-time, temporary employee to assist with public records maintenance and requests through the end of 2026.

Up to 20 hours per week

$27.00 per hour

No medical benefits, but accrues 1 hour of sick time per 40 hours worked & able to access City's Employee Assistance Program (EAP)

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Retrieves and refiles hard copy records
• Scans and labels records
• Communicates with other departments to fulfill records needs
• Logs records to be transferred to the State
• Prepares records for disposition, including indexing, sorting, and scanning
• Reviews records for exempt information and applies redactions
• Completes record searches in various electronic systems
• Assists with in-person public review of records, including making any requested copies or scans
• Assists with fulfilling and responding to public records requests

KNOWLEDGE, SKILLS, AND ABILITIES

• Ability to use standard office equipment, such as computer, ten-key adding machine, copier, scanner, multi-line phone system, etc.
• Ability to learn within a relative short period of time, as it pertains to the duties and responsibilities of the position.
• Customer service and performance excellence.
• Developing and maintaining collaborative and respectful working relationships with co-workers, other City staff, customers, and management.
• Managing conflict and communicating effectively with City personnel and customers in a professional manner.
• Communicating effectively verbally and in writing.
• Utilizing sound judgment when making decisions. Appropriately using resources (applicable laws, ordinances, policies, and procedures) to support decisions.

QUALIFICATIONS:

Required

• Any combination of education and experience that demonstrates the ability to perform the essential job functions.
• Able to pass a criminal background check.

Preferred

• Experience and training in an office setting, including customer service and records management.
• Municipal government, public records, or legal experience.
• Demonstrated proficiency in computer operating systems including Microsoft Windows and Microsoft Office Suite.
• Valid WA State driver's license and ability to maintain a driving record acceptable to the City's insurance carrier.

WORKING CONDITIONS

Duties are performed primarily in an office environment with sitting for long periods of time, utilizing standard office equipment and personal computer. The noise level in the work environment is usually moderately quiet. May be required to deal with upset customers. This position typically requires movement around the office, reaching, pushing, grasping, finger dexterity, hearing, seeing and repetitive motions. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The City of Port Townsend is an equal employment opportunity employer. The City employs, retains, promotes, disciplines and otherwise treats all employees and job applicants strictly on the basis of job-related qualifications and competence. These policies and all employment practices shall be applied without regard to any individual's sex, race, color, creed, religion, national origin, sexual orientation (including gender identity), pregnancy, age, marital status, military status, disability, genetic information, or any other characteristic protected by law.