Public Records Specialist

The City of Spokane is recruiting for the position of Public Records Specialist who will coordinate, process, and respond to a variety of routine, complex, and sensitive public records requests in a timely and appropriate manner.

EXAMPLES OF JOB FUNCTIONS

• Receives, reviews, and logs all public records requests submitted to the department; assesses the scope of each request to determine whether the response is within the position's authority to process or deny, or whether the request should be routed to other departments and/or legal counsel for action by others; tracks and prioritizes requests to ensure responses are provided within specified time frames.
• Locates and gathers department records to determine whether responsive records exist; communicates in writing with any requestor in cases of unusual requests that may cause delays in obtaining all requested information
• Reviews collected records to ensure they are responsive and complete; within the scope of authority, makes independent and accurate determinations regarding application of statutory exemptions; creates documentation substantiating application of statutory exemptions; discloses public records consistent with legal and policy mandates.
• Coordinates responses to public records requests that are outside the scope of employee's authority by routing to other departments, management, and/or legal counsel; once all documentation has been approved and authorized by others, compiles documents and prepares a formal response to the requestor.
• Redacts information contained within public records that is exempt from disclosure; ensures accuracy of redactions; documents the reasons for and statutes relied upon when not disclosing, redacting, or withholding exempt information; consults and coordinates with legal counsel regarding public records disclosures and exemptions; preserves integrity and confidentiality of sensitive records.
• Reads and comprehends relevant federal, state, and local laws regarding public records disclosure.
• Organizes, indexes, archives, scans, copies, retains, uploads, and retrieves records, documents, reports, and files; maintains and/or establishes filing systems; audits and destroys records in accordance with mandated records retention schedules.
• Inputs, organizes, queries, ensures accuracy of, and exports data from a variety of automated database systems.
• Assists the general public with accessing information and records, and responds to questions related to public records act requests.
• Performs related work as required.

MINIMUM QUALIFICATIONS

Combinations of education and experience that are equivalent to the following minimum qualifications are acceptable.

Open Entry Requirements:

(Open-entry applicants must meet all requirements when they apply.)

• Education: Equivalent to completion of the twelfth (12th) grade.
• Experience: Three (3) years of administrative support experience, of which six (6) months should be directly related to coordinating and responding to public records requests.

Please click "apply" to view the Civil Service examination details on the official job posting.

BENEFITS

• Medical
• Dental
• Vision
• Life Insurance
• Long-Term Disability Insurance
• Flexible Spending Account
• AFLAC
• Defined Benefit Pension Plan
• Deferred Compensation
• Legal Shield/ID Shield
• Pet Insurance
• Voluntary Life Insurance

We are an equal-opportunity employer and value diversity within our organization. We do not discriminate on the basis of race, religion, color, national origin, gender identity, sexual orientation, age, marital status, familial status, genetic information, veteran/military status or disability status. As a Fair Chance employer, City of Spokane does not conduct initial background screening for non-public safety positions.