Intern - Public Records

Applications only accepted directly at: https://www.governmentjobs.com/careers/franklinpud

Are you a college student majoring in Library Science, Public Administration, or Paralegal Studies and looking for an opportunity to gain valuable hands-on experience?

Franklin PUD is seeking a motivated, detail-oriented Public Records Intern to join our team this summer! This role offers hands-on, real-world experience by supporting digitization, document control, and compliance initiatives while learning alongside a knowledgeable team.

JOB DUTIES AND RESPONSIBILITIES:

Provides clerical support for the Public Records division within the Public Affairs Department. This role focuses on the lifecycle of public records from organizing physical archives to auditing digital files to ensure compliance with the Washington State Public Records Act (RCW 42.56). This is a high-detail position ideal for students interested in law, records management, or public administration.

1. Digitization & Quality Control: Scans physical contract files and records and performs rigorous quality checks to ensure digital images are complete, legible, and meet archiving standards.
2. Records Indexing: Enters metadata and file information into the District’s records management systems with a high degree of accuracy.
3. Digital Cleanup & Organization: Assists in auditing and organizing electronic files on shared hard drives to streamline retrieval and ensure proper naming conventions.
4. Physical Inventory & Maintenance: Performs physical records inventories, creates tracking spreadsheets, and ensures files are correctly labeled and stored in accordance with retention schedules.
5. Database Integrity: Compares legacy data against actual files, correcting errors and filling in missing information in the records database.
6. Research Assistance: Helps staff conduct research for active, expired, or archived records to support public records requests.
7. Compliance Support: Learns and applies basic principles of the Public Records Act and state retention schedules to daily tasks.
8. Administrative Support: Makes copies, prepares mailings, and performs other duties as assigned.

JOB SPECIFICATIONS:

Education: High school diploma or equivalent. Currently enrolled as a full-time college student pursuing a degree in Library Science, Paralegal Studies, Public Administration, or related fields. 

Knowledge, skills, and abilities: Proficiency in spelling, grammar, and math. Ability to communicate effectively with tact and judgment both orally and in writing; adapts quickly to new procedures, equipment, and software. Experience with Microsoft Office Suite (specifically Excel and Word). Familiarity with scanning software and Adobe Acrobat desirable.

Responsibility for confidential matters: May have access to confidential or sensitive information.  Maintains strict standards of confidentiality. Handle records information with discretion and integrity.   

Character of Supervision Received: Direct supervision and coaching is provided by the Public Information Officer and/or Records Coordinator or Purchasing Manager. 

Responsibility for getting along with others:  Communicates and interacts with all departments and employees in a professional manner. 

A valid Washington State Driver’s License is preferred.

All employees are responsible for knowledge of the District’s Mission, Vision, Values and Guiding Principles and for demonstrating them during the normal course of business through example and action and for applying them whenever situations arise that cannot readily be resolved by application of department procedure or District policy. The District’s Values include: Customer Focus, Forward Focus, Integrity, Personal Responsibility, Respect and Teamwork.

*This is a full-time, temporary student position with limited benefits. 

PHYSICAL REQUIREMENTS:

• Works mainly indoors and sits for long periods.      
• May require standing and walking, and the ability to intermittently kneel, stoop, bend at the waist, twist at the waist and reach for objects.  Possesses finger dexterity to operate office machines, including personal computer, keyboard, calculator, copier, and telephone. 
• Possesses visual abilities necessary to discern images on computer screen. 
• Possesses speaking and hearing abilities necessary to communicate in person, on the telephone, and in virtual meetings. 
• Lifts, carries, pushes, and pulls up to 25 pounds.