"Alerted.org

Records and Public Disclosure Coordinator

Print (https://www.governmentjobs.com/careers/cobwa/jobs/newprint/4952106)

Apply



Records and Public Disclosure Coordinator

Salary

$67,225.60 Annually

Location

City of Bellingham, WA

Job Type

Full Time

Job Number

25-Rec-Public Disclosure Coord

Department

Finance

Opening Date

05/30/2025

Closing Date

6/16/2025 8:30 AM Pacific

FLSA

Non-Exempt

Bargaining Unit

Local 1937

+ Description

+ Benefits

+ Questions

Nature of Work

Join the Clerk's Office team as a Records and Public Disclosure Coordinator and play a critical role in managing the City's archival records and coordinating public record requests. In this position, you'll work closely with staff city-wide and the public. If you're ready to bring your expertise in public disclosure and records management to a dynamic and impactful role in local government, we encourage you to apply!

JOB SUMMARY:

This position is responsible for performing a variety of specialized coordination of City-wide public disclosure requests and records services at the Records Center. Works closely with City Departments to respond to public records requests, ensuring timely responses in compliance with state law. Responsible for the day-to-day operations of the Records Center including organization, cataloging, searching, scanning, and destruction of records. Develops, recommends and coordinates systems to facilitate efficient maintenance of the City’s physical records. Works with departmental staff on physical records systems and related duties to ensure that City records are efficiently and legally maintained. Coordinates Citywide public records requests by working with staff and the public, ensuring compliance with public disclosure laws. Works under the guidance of the Deputy City Clerk in implementing and maintaining the City's records management and public disclosure programs.

SALARY AND BENEFITS:

This position will start at Step 1 ($32.32/hour). Employees receive step increases annually in accordance with the Guild of Pacific Northwest Employees, Local 1937 Collective Bargaining Agreement (https://cob.org/about/employment/labor-agreements-pay-schedule) and City policy. The full hourly range for this position is $32.32 - $39.52. For internal candidates, placement within the range is based on City Pay Placement Procedures.

At the City of Bellingham, we offer a comprehensive benefits package that helps you thrive in both your career and personal life. Join our team and enjoy the peace of mind knowing that you and your loved ones are well cared for. Here’s a closer look at the outstanding benefits that come with being part of our team. You can find more details on our employment benefits page (https://cob.org/about/employment/benefits) and labor agreements page. (https://cob.org/about/employment/labor-agreements-pay-schedule)

+ 10 hours of vacation leave per month, with increased accrual over time

+ 12 paid holidays + 1 floating holiday per year

+ 8 hours sick leave accrued monthly

+ Medical, dental, and vision insurance for employees and their families

+ Life insurance and long-term disability coverage

+ Flexible spending accounts and medical insurance opt-out program

+ Access to an Employee Assistance Program (EAP)

+ Washington State Retirement plan (DRS) for retirement security

+ Optional 457 deferred compensation (Retirement Savings Plan) with employer match

Leave accruals are based on 1.0 FTE, accruals are pro-rated if part-time and require employees to be in paid status at least 120 hours/month.

Closing Date/Time: Mon. 6/16/25 8:30 AM Pacific Time

ESSENTIAL FUNCTIONS OF THE JOB:

+ Performs and coordinates day-to-day operations of the Records Center and related processes and functions. Ensures the security of the Center, integrity of systems, and protection of confidential records. Develops and documents procedures and training to ensure work is completed to a consistent standard. Assists with the design and implementation of the document management system for the Records Center.

+ Coordinates the City’s response to public disclosure requests under the Public Records Act (Chapter 42.56 RCW) to ensure compliance with all legal requirements and applicable City policies under general direction of the Deputy City Clerk and Legal Department. Receives and reviews requests; tracks requests and responses; coordinates with staff in all City departments to locate responsive records; reviews records prior to disclosure for exempt information as needed; redacts exempt information in accordance with applicable exemptions; prepares necessary exemption logs; and communicates with requestors to finalize the City’s responses. Stays apprised of legal requirements related to the Public Records Act.

+ Identifies, plans, organizes, and establishes processes to complete records projects. Researches, analyzes, scans and destroys records. Resolves complex storage, accession, retention, and destruction problems. Arranges for transfer of archival materials to the State Archives.

+ Trains City staff responsible for department records in records management concepts and public disclosure policies, procedures and systems to promote optimum use of records systems and the Records Center. Responds to questions and resolves problems with department records systems, workflow, and the physical organization of records. Advises departments regarding records retention.

+ Provides records program services and coordinates program activities with departments. Analyzes and classifies department records and researches and analyzes information in relation to other departments and systems. Audits and evaluates records systems to determine condition, needs, compliance, technical changes, and progress toward records management goals. Works with departments to design new or modified systems and recommend media. Designs complex forms.

+ Conducts records and information searches at the Records Center for department staff and the public. Assists the public by directing requestor to the appropriate program, website, or staff member. Develops an understanding of Citywide essential records and the relationships between departments.

+ Tracks metrics for public records reporting, including the Joint Legislative Audit and Review Committee annual report.

+ Stays up to date on developments in public records management and disclosure related fields.

ADDITIONAL WORK PERFORMED:

+ Serves as backup coverage for mail services as needed.

+ Performs other related duties as assigned.

WORKING ENVIRONMENT:

Work is performed in a combination of office environment and records storage rooms. Employee is subjected to dusty conditions. Frequently visits other City offices and records storage areas. On occasion travels to State Archives Regional Center.

Physical ability to perform the essential functions of the job, including:

+ Move and transport boxes weighing up to 50 pounds;

+ Position oneself to inspect and retrieve items at and above ground level with the use of ladders;

+ Remain stationary for long periods of time;

+ Work in confined spaces;

+ Operate a motor vehicle, office equipment, mail equipment, computers, and various computerized devices.

Experience and Training

+ Three years progressively responsible experience maintaining records systems for a multi-department organization (medium-size city comparable).

+ Experience with word processing, spreadsheets, or data base records management and public records software required.

+ Experience with GovQA, OnBase and/or public records software preferred.

+ Specialized training in records management or Public Records Officer certificate preferred.

+ Post secondary records management training desired.

Necessary Special Requirements

+ Employment contingent upon passing a criminal convictions check, local background check, and fingerprinting. Subject to re-check every five years.

+ Complete and maintain the Criminal Justice Information Services (CJIS) Security Awareness Certification within three months of hire.

+ Valid Washington State driver’s license and good driving record. Candidates must submit a three-year driving abstract prior to hire; with periodic submission of driving abstract per City policy.

+ Verification of ability to work in the United States by date of hire.

Selection Process

You are encouraged to print a copy of this job announcement for your reference as the process moves along

Please ensure your application is complete and all required information has been provided. Standard completeness means all application fields (contact information, personal information, education, work experience, references, and supplemental questions). Application materials should comprehensively document your experience and skills related to the position responsibilities and experience/training requirements. As part of the City’s commitment to reducing bias in the hiring process, Human Resources redacts personally identifiable information for reviewers. Only the documents listed as required will be reviewed.

Application Review Process:

+ Minimum Qualifications: Applicants must provide specific, detailed information so an initial determination can be made regarding your level of qualifications for this position. Applicant status will be updated on or around June 18, 2025.

+ Experience and Training Rating: Applicants that meet minimum qualifications will go through an Experience and Training Rating Applicant status will be updated on or around June 26, 2025. All candidates who achieve a passing score of 60% or greater on the Experience and Training Rating will be invited to participate in the Oral Board Interview.

+ Oral Board Interview: All applicants who achieve the passing score from the Experience and Training Rating will be invited to participate in an Oral Board Interview, tentatively scheduled for the week of July 7, 2025. Applicants must have a passing score of 60% or higher to be placed on the eligibility register.

+ Applicants will be notified via email of Final Scores & Ranks. The final ranking of the register will be based on total scores for the following: Experience and Training Rating (40%) and Oral Board Interview (60%).

Final candidates will be referred to the department for additional examination, assessment, or test.

This recruitment process will create a Civil Service eligibility register that will be used to fill current and future vacancies as they become available. There is currently 1 full-time vacancy in Finance. This position is represented by a union.

If you wish to claim Veterans’ Preference Points, please complete the Veterans Scoring Criteria Declaration Form (https://cob.org/wp-content/uploads/COB-Veterans-Scoring-Criteria-Declaration-PDF.pdf) and upload it to your application with your DD214.

Please Note: Candidates will receive updates regarding application status via email. Please be sure to check your email frequently, including your spam folders for messages filtered by your email providers.

Equal Opportunity:

Our environment is characterized by respect for cultural backgrounds, belief systems, and ethnic diversity. The City of Bellingham is an Equal Opportunity Employer and values diversity in its work force. We do not make decisions on the basis of an individual's race, religion, creed, color, national origin, sex, marital status, age (40+), disability, retaliation, sexual orientation or gender identity, honorably discharged veteran or military status, status as a victim of domestic violence, sexual assault, and stalking, use of a trained dog guide or service animal by a person with a disability, or any other basis prohibited by local, state, or federal law. All are encouraged to apply for employment.

Fair Hiring Practices

+ The City provides individuals who have been arrested or convicted of a criminal offense an equal and fair opportunity to obtain employment.

+ The City will not inquire about an applicant's criminal history until after a conditional job offer has been made.

+ The City will disregard the prior arrest and conviction record of an otherwise qualified individual unless the offense is directly related to the job position for which the individual has applied.

+ The City will notify an otherwise qualified applicant about a potentially disqualifying conviction and give the applicant an opportunity to submit information regarding the accuracy of the criminal records as well as evidence of mitigation or rehabilitation, as appropriate.

There are many good reasons for working at the City of Bellingham. The work is rewarding and you have an opportunity to serve your community. Another good reason is the great benefits that the City offers its employees. See our benefits section (https://www.cob.org/employment/pages/benefits.aspx) for additional information.

This position is represented by The Guild of Pacific Northwest Employees, Local 1937 bargaining unit. Specific benefit information including Holidays, Vacation Accruals, Health, Dental and Vision Plans with cost sharing and Deferred Compensation Match can be found in the Local 1937 labor agreement (https://cob.org/wp-content/uploads/1937-2022-2023-CBA.pdf) .

This position is covered by the State of Washington Department of Retirement Systems PERS plan. PERS requires mandatory employee and City contributions. Please visit the DRS website (http://www.drs.wa.gov/) for more information on PERS.

Civil Service Information

This position is subject to the Bellingham Civil Service Commission. When a vacancy occurs, the top fifteen candidates or the top 25% of the register will be forwarded to the department for further consideration. All new Civil Service employees are subject to a one-year probationary period. A candidate may challenge the scope, content, or method of an examination or test, and a protest may be filed in writing with the Examiner within five (5) days following the date of the challenged examination. A candidate may also challenge the scoring of an examination or test, failure of the candidate on any part of an examination, or clerical error in examination results of any examination or test, and a protest may be filed in writing with the Examiner within five (5) days of notification of the challenged result. The Examiner shall consider all timely filed protests and make appropriate corrections if an error is demonstrated.

Veteran's Scoring Criteria

Applicants who have been honorably discharged from active military duty may be eligible to receive veteran's scoring criteria points as provided by Washington State Law (RCW 41.04.010). If you wish to claim Veterans’ Preference Points, please complete the Veterans Scoring Criteria Declaration Form (https://cob.org/wp-content/uploads/COB-Veterans-Scoring-Criteria-Declaration-PDF.pdf) and upload it to your application with your DD214.

01

Thank you for your interest in this position at the City of Bellingham! To ensure a consistent review, only the City of Bellingham job application and required supplemental documents will be reviewed. Cover letters and resumes are not reviewed unless they are required as part of the process. When applying for this position, you must thoroughly complete each section of your application, and provide a thorough response to each of the supplemental questions. Please do not indicate "see resume" or copy content that is unrelated to the position being applied for from your resume when answering these questions.

Have you read and understood the information listed above?

+ Yes

+ No

02

Do you have three years of progressively responsible experience maintaining records systems for a multi-department organization (medium-size city comparable)?

+ Yes

+ No

03

Do you have experience with word processing, spreadsheets, or database records management and public records software?

+ Yes

+ No

04

Do you have any of the preferred qualifications? (Note: Please mark all that apply)

+ Experience with GovQA, OnBase and/or public records software

+ Specialized training in records management or Public Records Officer

+ Post secondary records management training

05

Thoroughly describe your experience with maintaining records systems for a multi-departmental organization (medium-sized city comparable).

In your response, you must include the types of records you were responsible for and the type of organization(s).

06

Describe a time when you successfully organized and planned a complex project. What steps did you take to ensure its success? How did you adapt to unexpected challenges, and how did you ensure clear communication throughout?

07

Describe a time when you had to handle a difficult customer. What actions did you take and what was the outcome?

08

If you are requesting Veteran's Preference points, a completed Veterans Scoring Criteria Status Declaration is required along with a copy of your DD214. The required form is in the Selections Process section of the Job Posting. Check "YES" here if you are attaching a Veteran's Declaration form and DD214.

+ Yes

+ No

Required Question

Employer

City of Bellingham

Address

104 West Magnolia Street Bellingham, Washington, 98225

Phone

360-778-8228

Website

http://www.cob.org/employment

Apply

Please verify your email address Verify Email