City of Des Moines Washington
  • 02-Jan-2019 to 03-Mar-2019 (PST)
  • Administration
  • Des Moines, WA, USA
  • $56,760 - $69,000 annually
  • Salary
  • Regular Full-Time

The City provides an attractive benefits package which includes medical, dental, vision, life and long term disability insurance, Washington State PERS retirement, 401(a) Social Security replacement plan, 457 retirement plan contribution, and paid holidays, vacation, and sick leave.

Open Until Filled-First review of applications on January 16, 2019.

Nature of Work

  • Under the direction of the City Clerk/Communications Director, the Public Records Analyst is responsible for analyzing, coordinating and/or responding to all public records disclosure requests submitted to the City; Performs advanced records management duties involving official City documents, records, files and other materials; Provide assistance to City staff with the identification, protection and timely disposition of City records; Assist in developing and maintaining records management policies and procedures; the incumbent will also receive direction and provide administrative support to the City Clerk's Office which includes, but is not limited to preparing and posting City Council agendas and minutes and administrative support to the City Manager, Chief Operations Officer, Human Resources Director and Finance Director as needed. 

Essential Functions

  • Plan, coordinate, receive, process and respond to requests for public records in compliance with the Public Records Act, chapter 42.56 RCW.
  • Maintain a public records request tracking system to monitor timely review and response from departments.
  • Review responsive records for exempt information and apply redactions prior to release.
  • Develop, implement and monitor procedures, guidelines and controls for storage, retrieval, tracking and filing of active and inactive records; ensure records are maintained and destroyed according to the Local Government Common Records Retention Schedule (CORE).
  • Perform file management functions to ensure compliance with public records retention schedules pursuant to chapter 40.14 RCW and Title 434 WAC.
  • Maintain knowledge of changes in case law and legislation regarding records management and public records requests; update staff on response to changes.
  • In coordination with the City Attorney, provide regular and ongoing consultation, training and direction to other departments on the requirements of the Public Records Act, records retention polices and related City policies.
  • Work closely with IT to retain, produce and dispose of electronic records.
  • Maintain membership in Washington Association of Public Records Officers (WAPRO) and attend annual WAPRO training.
  • Ensure public records request procedures and other relevant information is current on the City's website and other places in which the City posts public information.
  • Drafts preliminary City Council meeting agendas and provide updated agendas to the City Clerk and Deputy City Clerk as assigned; arrange for official publication and posting of notices regarding City Council meetings and agendas; prepare meeting minutes; assist in preparing and distributing follow ups on Council actions and directions to City staff; maintain and updates City Council planning guides/preliminary agendas; finalize resolutions, ordinances, minutes and other documents in preparation for signature; attend City Council meetings as assigned; performs all duties as prescribed by law in the absence of the City Clerk and Deputy City Clerk.
  • Serves as acceptance agent for Claims for Damage and lawsuits against the City; receives, processes and tracks claims; assembles data for routing to Washington Cities Insurance Authority, in the absence of the City Clerk and Deputy City Clerk.
  • Prepares and publish public notices and other legal advertisements of notices.  Coordinates publication with local newspaper, including dates and text of publication in the absence of the City Clerk and Deputy City Clerk.
  • Acts as Custodian of the Official Seal for the City.  Manages and prepared certified true copies as necessary, in the absence of the City Clerk and Deputy City Clerk.
  • Administers the Oath of Office to City Council members, in the absence of the City Clerk and Deputy City Clerk.
  • Operates a computer and peripheral equipment to maintain records and generate lists, reports and other materials; and operates other standard office equipment.
  • Establishes and maintains cooperative, effective working relationships with co-workers, other City employees, and the general public using principles of good customer service.
  • Reports for scheduled work with regular, reliable and punctual attendance.
  • Performs other duties as assigned, including but not limited to being assigned to work in other functional areas to cover absences or relief, equalize peak work periods, or balance the workload. 

Necessary Knowledge, Skills, and Abilities

  • The Washington Public Records Act, chapter 42.56 RCW.
  • The public records retention and destruction process pursuant to Chapter 40.14 RCW and Title 434 WAC; Public Records Act Model Rules chapter 44-14 WAC and the Open Public Meetings Act.
  • Advanced working knowledge of records management principles, methods, policies and terminology.
  • Basic research methods.
  • Perform a variety of clerical and public relations duties in support of the City Clerk's Office.
  • Ability to research complex issues and developing recommended action; ability to carry out assigned projects to completion.
  • Ability to operate office tools and equipment and knowledge of general office practices and procedures.
  • Working knowledge of Microsoft Office Suite products.
  • Ability to communicate effectively, verbally and in writing to diverse audiences.
  • Ability to professionally deal with the public, staff members and other agencies on the phone and in person; and the ability to establish and maintain effective working relationships with the City Manager, City Council, department directors, employees, and the public.
  • Ability to organize and summarize complex material; to compose effective correspondence independently; to take notes quickly and accurately; and the ability to work independently with minimum supervision; and maintain confidentiality.
  • Ability to plan, organize, schedule and perform multiple duties and assignments concurrently and in a timely manner.
  • Ability to use independent judgment and initiative.
  • Ability to discreetly handle confidential and politically sensitive matters.
  • Ability to take and compose minutes of meetings.
  • Considerable knowledge of English grammar, spelling and composition.

Education and Experience Requirements

  • Three years of increasingly responsible records management experience.
  • Knowledge of Washington State retention schedules for local government preferred.
  • A certificate in record management is highly desirable and previous experience working in the public sector preferred.
  • Advanced skills in operating Microsoft Word and Outlook required.
  • Spillman software experience and prior law enforcement records management knowledge preferred.
  • Public sector experience and certification as a Municipal Clerk preferred.
  • Knowledge of iCompass preferred.
  • An equivalent combination of education and experience may be qualifying.

Special Requirements

  • Possession of and the ability to maintain throughout employment a valid Washington State Driver's License with a good driving record.
  • Successful completion of a pre-employment background and criminal history check.
  • Because of the known effects of tobacco use, the City of Des Moines does not hire applicants who use tobacco products.

Working Conditions and Physical Abilities

  • Work is performed in an office environment although some travel and night meetings are required. The position requires continuous decision making, interpersonal skills, teamwork, creativity, customer service, performance of basic and advanced math, discretion, presentation/teaching, problem analysis, negotiation, mentoring, independent judgment and/or action; and the ability to read, understand, write and speak English.
  • The position requires continual talking, hearing, and sitting; frequent fingering, feeling, grasping, handling and repetitive motion of hands and wrists; occasional standing, walking; rare reaching, bending, and climbing. Must be able to push, pull, lift, and carry 20 pounds.

Equal Opportunity Employer

  • The City of Des Moines is committed to hiring a diverse workforce and all qualified applicants, including all ethnic backgrounds and persons with disabilities, are encouraged to apply. The City is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, sex, age, color, religion, national origin, marital status, sexual orientation, veteran status, disability status, or any other basis prohibited by federal, state, or local law.
  • In accordance with the Americans with Disabilities Act, an employer is obligated to make a reasonable accommodation only to the known limitations of an otherwise qualified individual with a disability. In general, it is the responsibility of the applicant or employee with a disability to inform the employer that an accommodation is needed to participate in the application process, to perform essential job functions or to receive equal benefits and privileges of employment.

General Information

  • The statements contained herein reflect general details as necessary to describe the principal functions for this job classification, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements.
  • The physical abilities described above are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • The provisions of this job description do not constitute an expressed or implied contract. Any provision contained herein may be modified and/or revoked without notice. 
  • Established 2017.
  • Updated December 2018.



City of Des Moines Washington
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