The City of Puyallup is hiring for its Public Records Specialist position. This position is part of the City Clerk's Office team. This posting is open continuous with a priority application date of June 27th.
It is impactful to join Team Puyallup and provide meaningful work in support of public service and the wellbeing of our community. We value our culture of demonstrating excellence in our work, being service focused, supporting collaboration, and having integrity in all that we do. We encourage those that share these values to apply to our open positions and/or forward to colleagues who may be ready for their next career advancement opportunity.
The successful candidate will be responsible for a variety of complex, specialized and highly technical public records request management duties involving city records, files, documents and other materials. Independent judgment, confidentiality, and self-direction are characteristics of this position, with work generally performed in an office setting. Occasional meetings may be scheduled outside normal business hours. The employee reports to the City Clerk, who is responsible for giving general direction and evaluating the employee's performance.
The City of Puyallup is a community of 43,000 and is situated at the foot of scenic Mount Rainier. The city is known as a regional commercial center, and serves its residents and neighbors with a strong, diversified economy. Our employees live in and support a community that has excellent schools, amazing parks and recreational activities, and a vibrant downtown with a variety of restaurants and retail establishments.
Knowledge of:
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The Public Records Act and best practices pertaining to public disclosure laws, policies and procedures;
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State and other regulations relating to the management of public records, including retention requirements;
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Filing methods and systems, indexing and cross-indexing principles and techniques;
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Advanced skills in word processing, spreadsheet and database management.
Ability to:-
Work independently and make difficult, independent judgments;
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Interpret and apply federal, state, and local regulations affecting areas of responsibility;
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Communicate effectively orally and in writing;
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Deal with the public tactfully and courteously;
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Routinely handle highly controversial and politically sensitive materials while maintaining confidentiality;
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Work effectively under pressure and with frequent interruptions;
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Demonstrate strong organizational skills and the ability to handle and complete high volume workloads under strict legal deadlines;
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Show initiative in the performance of job functions;
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Research and analyze information for special requests and projects;
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Develop and implement policies; assess, plan, and implement programs;
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Establish and maintain positive, effective working relationships with staff, the public and outside agencies;
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Maintain accurate records;
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Maintain regular, reliable and punctual attendance.
Education and Experience:
Three years of increasingly responsible records management experience and college level course work in business, records management or related field required; or a combination of education, experience and training that provides the knowledge, skills and abilities requires to perform the essential functions of the position.
Desirable Qualifications:
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A Certified Public Records Officer certificate is preferred.
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A certificate in paralegal studies is highly desirable.
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Municipal experience preferred.
SPECIAL REQUIREMENTS
Possession of or the ability to obtain, and maintain throughout employment, a valid Washington State driver's license and a good driving record.
Constant use of sight, hearing, and speech abilities to perform essential functions and communicate with customers, city staff, and the public in one-on-one settings and over the telephone. Constant fine finger manipulation and use of hands and arms in reaching/handling/fingering/grasping while operating office equipment and computers, preparing written documentation, handling paperwork, etc. Frequent sitting, may be extended at times, while doing desk activities. Frequent bending/twisting at waist/knees/neck while working at desk, worktable, or moving from sitting to standing position. Frequent standing in combination with walking (short distances) throughout work shift in office areas; standing may be extended at times. Occasional lifting/carrying up to 40-pound file boxes, documents, etc. Occasional pushing/pulling force up to 10 pounds opening doors, drawers, and moving materials. Occasional climbing on step stools, ladders and stairs. Works primarily indoors in an office environment with low noise levels with occasional travel from site to site for attendance at meetings. Archived records may contain dust particles; therefore, must be able to tolerate reasonable levels of allergens.
SELECTION PROCESS
Those applicants whose qualifications most closely correspond to the City's current needs will be contacted for interviews and/or testing. The appointing authority may conduct second interviews.
Notification – Following submission of application, an email acknowledgment receipt of application is given. Persons selected for an interview and/or testing will be notified by email, normally within 15 working days following the closing date on the job announcement.
Not Selected – No formal notification is usually sent by the City to applicants not selected for an interview or test. Should the same or another position open for which the applicant wishes to apply, he/she must apply online for each new opening.
GENERAL INFORMATION
Essential Functions – The statements contained herein reflect general details as necessary to describe the principal functions for this job, the level of knowledge, skills and abilities typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods, or to balance the workload.
Hours of Work – Normal work hours are Monday through Friday, 8:00 a.m. to 5:00 p.m., with one (1) hour lunch. Occasional meetings may be scheduled outside normal business hours. The City supports a telework policy that allows employees to work remote up to two days per week.
Union Affiliation – This position is a non-represented position.
Equal Employment Opportunity – The City of Puyallup is an Equal Employment Opportunity (EEO) employer and does not discriminate in any employer/employee relations based on race, color, religion, sex, sexual orientation, national origin, age, marital status, disability, genetic information, veteran's status or any other basis protected by applicable discrimination laws.
Background - The City of Puyallup will need to obtain the proper background and criminal history information pursuant to RCW 43.43.830/832 for positions where the employee will or may have unsupervised access to children, developmentally delayed persons or vulnerable adults.
Disability – In compliance with the Americans with Disabilities Act, disability will be considered only in the context of an applicant's ability to perform essential functions of the job and to determine reasonable accommodation. Accommodation to participate in the job application and/or selection process for employment will be made upon request with reasonable notice. Please contact the Human Resources Department for further information. The physical demands described in this job announcement 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.
Identification – Applicants who are offered employment with the City are required to provide proof of identity and authorization to work in the United States within three days of date of hire, as required by the 1986 Federal Immigration Reform and Control Act. A list of acceptable documents verifying identity and authorization to work will be provided to those who are offered employment. The City uses E-Verify program.
Drug-Free Workplace –The City of Puyallup is a drug-free, tobacco-free workplace.
Note – The provisions of this job announcement do not constitute an expressed or implied contract. Any provision contained herein may be modified and/or revoked without notice.