Records Specialist

Requirements

• Experience and Education
• Four (4) years of related experience in records management, including the review and redaction of public disclosure request documents
• Equivalent to a HS Diploma/GED
• Equivalent combinations of education and experience may be considered.
• Computer Skills
• Intermediate skills in Adobe Pro or other redaction software.
• Experience with public records tracking software, electronic document management software, and email review software, such as

Benefits

Additional Information

Salary Range 5,481.00 - 7,006.00 Job Summary The City of Vancouver is seeking a dedicated and service-oriented Records Specialist to help advance our commitment to transparency, accountability, and public trust. In this role, you will play a vital part in ensuring that public records are accessible, accurate, and managed in accordance with legal requirements, making the process of obtaining public records as easy and efficient as possible for our community. The primary responsibilities for the Records Specialist position are to perform a variety of clerical tasks in the processing and maintenance of city records, including retention, preservation, archiving, transfer, and destruction of records per state law. Provide guidance to departments/staff on records management and retention. Responsible for processing public disclosure/public records requests for various city records, including intake, review, and response to public records requests. Interpret requests to identify records; search, gather, and compile records; review records and apply redactions to protected/confidential material; collaborate with city staff and departments; correspond with requestors. This is a full-time, regular, non-exempt union position. This position is covered under the provisions of an agreement between the City and the OPEIU union. The schedule for this position is M-F, 8am to 5pm. At this time, this position is eligible for telework or hybrid schedule. As with all routine telework positions, employees may be required to come into the office on occasion based on business needs. Telework may be subject to change at a future time. Currently, all employees must reside in Oregon or Washington; the City cannot support ongoing telework from other locations. Salary for this position is subject to a collective bargaining agreement with negotiated step increases based on seniority. Candidates meeting the minimum requirements for the position will be at the beginning of the listed range, equal to Step 1. Directly related experience, certifications and relevant credentials exceeding minimum requirements will be considered for step credit at hire, with such credit not to exceed Step 4, the approximate midpoint of the listed range, unless otherwise stipulated in the applicable collective bargaining agreement. Job Details Essential Functions: Enter, track, and respond to public disclosure requests for records from all City departments. Perform research for internal and external customers; respond to the requestor; gather and review records, including emails for any potential exemptions. Apply redactions and prepare exemption log. Track statistics for management. Assist departments in determining how to optimize the management of their records. Create cover sheets to prepare for scanning documents into the record management system. Review files using the department's business processes and state retention guidelines and organize documents for scanning. Participate in the ongoing governance of the city's data and records. Enter, update, and maintain records. Assist in setting priorities and ensuring the quality of work product. Train less experienced staff in processes and procedures. Work closely with departments to determine best business processes for the systematic preservation of the total life cycle of their records retention schedules as required by state statute. Educate and train city staff on policies, processes, and procedures for records management and public records disclosure. Coordinate activities with the state archives such as transferring historical documentation or seeking clarification on records series. Add new record series to retention guidelines. Assist with fulfilling the Fire Department's public disclosure requests for fire incidents, fire investigations, EMS reports, hazardous material incidents, chemical storage, and inspection reports. Custodian of official hard copy city records and public documents. Act as a liaison between city and state offices for transferring documentation or obtaining guidance on statutory requirements. Track City Council documentation such as staff reports, ordinances, etc. Prepare documents for scanning into the document management repository. Codify and post the Vancouver Municipal Code to the city's website. Prepare administrative memoranda corrections for the City Attorney and City Clerk when errors have been made in the creation of an adopted ordinance. Perform other duties and responsibilities as assigned.

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