Public Records And Records Management Officer The Public Records and Records Management Officer administers Wenatchee Valley College's public records and records management programs in compliance with the Washington State Public Records Act (Chapter 42.56 RCW), records retention requirements established by the Washington State Archives, and applicable federal and state laws governing records management. This position serves as the college's subject matter expert for public disclosure, records retention, records disposition, and records management best practices. The Specialist coordinates responses to public records requests, advises departments regarding records retention requirements, develops and maintains records management procedures, and provides training to college employees. The position requires exceptional judgment, attention to detail, discretion, and the ability to manage sensitive and confidential information while balancing transparency, legal compliance, and operational efficiency.
Essential Functions
Public Records Administration:
Coordinate and administer the college's Public Records Act program in accordance with Chapter 42.56 RCW.Receive, log, track, acknowledge, and process public records requests.
Coordinate with departments to identify, collect, review, and produce responsive records.
Review records for applicable exemptions and coordinate redactions in consultation with legal counsel as appropriate.
Prepare exemption logs and correspondence related to public records requests.
Monitor statutory response timelines and ensure compliance with legal requirements.
Serve as the primary point of contact for requestors regarding public records.
Maintain records request tracking systems and documentation.
Recommend improvements to public records processes and procedures.
Records Management:
Develop, implement, and maintain the college-wide records management program.
Ensure compliance with Washington State Archives records retention schedules.
Assist departments with records classification, retention, storage, and disposition.
Coordinate records destruction in accordance with approved retention schedules.
Maintain records inventories and disposition documentation.
Assist departments in transitioning from paper-based to electronic recordkeeping systems.
Develop procedures and standards for electronic records management.
Coordinate with Information Technology regarding electronic records storage, security, and preservation.
Compliance and Training:
Monitor changes in state and federal laws affecting records management and public disclosure.
Develop institutional procedures related to public records and records retention.
Conduct employee training on:
- Public Records Act compliance
- Records retention requirements
- Records management best practices
- Email and electronic records management
- Provide consultation to departments regarding records-related issues.
- Assist in internal audits and compliance reviews.
- This is not intended to be an exclusive list of all duties and responsibilities. Related duties and responsibilities may be assigned.
Qualifications
Minimum Qualifications:
Bachelor's degree in Business Administration, Public Administration, Legal Studies, Information Management, Records Management, or a related field. Three years of progressively responsible experience administering public records, records management, legal compliance, or governmental administration, or an equivalent combination of education and experience. Or, if you do not meet one or more of qualifications listed above but have an applicable combination of education and experience which demonstrates the ability to perform the essential functions of the position.
Preferred Qualifications:
Experience creating digital content (such as Word/PDF documents and web and learning management system content as appropriate to the role) in accessible formats.
Bilingual in Spanish and English.
Knowledge of:
- Washington Public Records Act (Chapter 42.56 RCW)
- Washington records retention laws
- Washington State Archives retention schedules
- Electronic records management
- Records lifecycle management
- Microsoft Office Suite
- Document management systems
- Information governance principles
- Confidentiality requirementsFERPAHIPAA (where applicable)
- State ethics laws
- Ability to:
- Interpret statutes, regulations, and policies.
- Analyze complex records requests.
- Exercise sound judgment regarding confidential information.
- Manage multiple deadlines simultaneously.
- Communicate effectively verbally and in writing.
- Build collaborative working relationships across departments.
- Develop and deliver employee training.
- Prepare detailed correspondence and reports.
- Work independently with minimal supervision.
- Maintain exceptional organizational skills and attention to detail.
Additional Information:
Terms of Employment: This is a full-time professional exempt position contracted on an annual basis. The starting annual salary hiring range for this position is $80,560 to $93,258. Individual placement within the hiring range is based on the candidate's current experience, education, skills, and abilities related to the position. The salary will be prorated to reflect the actual number of contract days worked in the remainder of the fiscal year. Your paycheck is just part of the total compensation package. There is an outstanding benefits package which is worth an additional value equivalent to about 30% of your salary. A comprehensive health care benefits package for you and your dependents includes medical, dental and vision insurance; life and long-term disability insurance plans; vacation, sick and personal leave; reduced tuition; and retirement benefits are also provided. For more information, please visit our benefits website at: https://www.wvc.edu/humanresources/benefits.html.Work Schedule & Environment: Normal work hours are Monday through Friday, 8:00 a.m.-5 p.m. (1 hour lunch).Work is performed on campus in an indoor office setting with frequent in-person interactions. It is essential to be able to remain at a desk/computer workstation for prolonged periods of time, perform extensive data entry and other computer-related tasks and create/maintain filing systems for departmental records. Some evening or weekend work and/or occasional travel may be required. Regular and consistent attendance required.
Conditions of Employment:
80560.An offer of employment will not carry with it any responsibility or obligation on the part of the College to sponsor an H-1B visa. Wenatchee Valley College only employs U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show proof of identity, and eligibility verification as required by the U.S. Citizenship and Immigration Services. All offers of employment are subject to background checks. Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position. Finalists are required to complete the sexual misconduct disclosure form as required under RCW 288.112.080.A valid Washington state driver's license may be required. Application and Selection Procedure: Complete application packages must include the following: Complete Wenatchee Valley College online application. Upload a cover letter that specifically describes how your educational background and experience meet the minimum and preferred qualifications. (five pages max) Upload resume. (five pages max) It is your responsibility to submit all required application materials before the deadline. Please do not send reference letters or other unsolicited materials. They will not be shared with the screening committee and cannot be returned to you. Only finalists may be asked to send additional materials. Attachments from prior applications will not upload automatically to your new application. Should you have difficulties uploading your documents, please contact
