Kitsap County
Kitsap County, WA
RECORDS & DATA SPECIALIST (DCD)
Port Orchard, WA
Employer est.:$28 - $35 Per Hour
Summary of position:
This position supports the departments Data Analytics and Records Management Programs.
The incumbent is responsible for the following:
Processing public records requests following procedures prescribed by law, including reviewing confidential or sensitive records and applying redactions or exemptions, communicating with other County records staff including the Prosecutor’s Office, and coordinating with other departments that may have responsive records.
Developing the Department’s Strategic Records Management Plan and working with management and staff to develop short and long term goals to implement projects and carry out actions set forth within the plan, including managing and properly destroying records in accordance with Washington State Retention Schedules, developing, documenting, and implementing policies and procedures related to the records management, overseeing record imaging efforts and migration of records to public facing platforms, and providing training to department staff on industry changes and best practices.
Coordinating data and analysis requests and collaboratively developing or creating reports and dashboards with the Data Analytics Team to ensure data and information integrity and sustainability. The incumbent will act as liaison in providing data analysis to support program stakeholders and outside entities regarding functions of the department. The incumbent will also serve as a department SharePoint Coordinator in assisting with Microsoft Teams and SharePoint development to implement efficiencies through collaborative solutions.
Performing complex, discrete, specialized, and technical duties in the coordination of programs for the assigned department, including preparation and flow of documents and data required to develop and implement efficiencies. Program responsibilities include development, coordination, preparation, implementation, oversight, maintenance, and flow of work, including development of documentation of key processes. This positions also provide back-up support for administrative duties across the department on an as needed basis.
About the department:
DCD focuses on enabling and assisting our Kitsap residents in building affordable, structurally sound, and environmentally conscious developments in the Kitsap Community. We provide our team the opportunity to learn and grow within our positive and innovative work environment; we empower our team to make decisions and pride ourselves on a culture of continuous improvement. Kitsap County DCD has earned national awards for the permitting system, public disclosure request system, and risk check program. It has received two Governor's Awards for comprehensive planning efforts and is recognized for its natural resources program by federal and state agencies as the "go to organization" for Puget Sound restoration efforts. The department has very engaged employees dedicated to delivering effective and efficient services to the citizens of Kitsap County. Nearly all employees are Lean Six Sigma trained and have development plans that encourage career growth at all levels.
Please learn more about the department at our County webpage.
This position will be posted continuously until filled.
The first screening of applicants will take place the week of August 8.
QUALIFICATIONS FOR PERFORMANCE OF THE ESSENTIAL FUNCTIONS
REQUIRED EDUCATION AND EXPERIENCE:
Associate's degree in related field AND Three years of full-time professional experience in office administration working with data, legal requirements relating to records management and/or public disclosure utilizing Microsoft products and Adobe Professional OR
Bachelor's degree in related field AND One year of full-time professional experience in office administration working with data, legal requirements relating to records management and/or public disclosure utilizing Microsoft products and Adobe Professional OR
An equivalent combination of experience and education that would demonstrate the individual's knowledge, skill and ability to perform the work.
PREFERRED EDUCATION, EXPERIENCE, OR QUALIFICATIONS:
Process Improvement or Project Management Certificate such as Lean Six Sigma Green Belt or Project Management Professional, etc.
Records Professional Certification such as Certified Public Records Officer, Librarian, or Archivist, etc.
College level coursework in business, records management, or related field.
Previous experience working with a computerized database application (i.e., SharePoint, SMARTGov, PowerBI, GovQA, etc.) and using MS Visio or other process flow software.
Criminal Conviction Standards:
The successful incumbent will or may have unsupervised access to a secured/confidential facility or computer system(s). As a result, Kitsap County will be conducting an extensive criminal background check by law enforcement agencies, which may include fingerprinting.
Please review the following list of disqualifying crimes and negative actions to determine if you meet our standard for this position: https://www.dshs.wa.gov/ffa/disqualifying-list-crimes-and-negative-actions
Required Licenses, Certificates, Examinations/Tests and Other Requirements
Prior to employment, the successful candidate must:
Submit official transcripts from a college or university or business school accredited by an agency recognized by the US Department of Education or equivalent if education is being used to meet the minimum qualifications.
Pass all job-related examinations/tests necessary to demonstrate required knowledge, skills and abilities, as determined by the hiring authority at time of job posting.
PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT
(The physical demands described are representative of those that must be met by the employee to successfully perform the essential functions of this job. Kitsap County provides reasonable accommodation to enable individuals with disabilities to perform the essential functions.)
Work is performed primarily in an office environment and positions in this class typically require:
Walking, bending, stooping and twisting.
Reaching above and/or below shoulders.
Handling/grasping documents for equipment.
Sitting and/or standing for short or extended periods of time.
Clear speaking and adequate hearing sufficient to communicate effectively and respond appropriately in-person, on the telephone, or using other electronic media.
Hearing audible signals.
Vision sufficient to drive a vehicle during daylight and nighttime hours, read source materials, plans and drawings, to read computer and similar screens and see detail or color.
Repetitive motions for computer/tool/equipment use.
Requires exertion of force of 50 pounds occasionally, 10 pounds frequently, and/or 5 pounds continuously to lift/carry/move objects, files/documents, and field equipment necessary to conduct inspections.
Ability to work in an open office environment.
Incumbents may be:
Exposed to potentially hazardous conditions when exposed to violent or hostile individuals.
ILLUSTRATIVE EXAMPLE OF DUTIES
In this role, you will have the opportunity to:
Conducts review of sensitive or confidential materials related to email communications, attorney/client privilege information, personnel matters, code compliance matters, and redacting records and communicating with the Prosecutor’s Office on legal concerns related to high profile or sensitive requests to ensure compliance with the Public Records Act.
Providing recommendations on records projects, developing implementation plans, and executing plans.
Coordinating with Washington State Archivist on records retention.
Properly maintaining and destroying records in accordance with the Washington State Retention Schedules.
Overseeing departments filing organization and structure.
Coordinating record imaging efforts.
Providing training to staff on industry changes and best practices for preserving and maintaining records and information.
Leading data clean-up.
Performing data analysis in support of leadership decisions and regarding functions or performance of the department.
Creating and maintaining PowerBI dashboards or reports.
Serving as a SharePoint Coordinator in assisting with the development of Microsoft Teams, SharePoint Platforms, intranet build out and integrating PowerBI dashboard reporting mechanisms.
Serving as department contact for incoming data requests.
Coordinating with the County Records Manager and other departments on permitting requests and Fire Marshal on investigation requests, including assigning activities to other departments as needed on requests where DCD is the point of contact.
Reviewing and preparing documents to determine its responsiveness and if it should be released.
OTHER POSITION RELATED INFORMATION
Who May Apply: This position is open to the general public. Applications will be screened for qualifications and completion of all the required materials and forms. The most competitive applicants may be contacted for further steps in the selection process, which may include testing for office and computer skills.
This position is classified as non-exempt and eligible for overtime under the Fair Labor Standards Act (FLSA)
This position is covered under a collective bargaining agreement with AFSCME-1308. Internal applicants should be aware that a change in union status or bargaining unit may impact your benefits and accruals. Please contact Human Resources if you have questions. Employees joining the union will be required to pay union dues through payroll deduction.
Kitsap County is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations and ordinances. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please contact our Human Resources Office.
This recruitment is being used to fill an existing open position, and may be used to fill future openings for up to six (6) months.
Work hours for this position are Monday – Friday, 8 a.m. – 4:30 p.m. Flexible/Hybrid work schedule may be available as approved by manager.
Kitsap County Benefits- AFSCME 1308 Courthouse Employees
There are a wide variety of benefits available to Kitsap County employees. Please visit our benefits website for specific information regarding the following benefits:
Medical and vision- Kaiser or Aetna "Most County Plans"
Dental – Delta Dental of Washington or Willamette Dental Group
Life Insurance – Basic, Optional Voluntary Term Life or Accidental Death and Dismemberment – Standard Insurance Company
Navia Flexible Spending Account (FSA)
AFLAC
Wellspring Employee Assistance Program – https://www.wellspringeap.org/
Deferred Compensation (IRS Plan 457b)
PERS State Retirement Plan - http://www.drs.wa.gov/member/systems/pers/
MetLife Disability Coverage
Annual (vacation) leave and Sick leave Accruals (Select the annual and sick leave link on the benefits website).
Enrollment Forms and Rate Information are available at:
https://www.kitsapgov.com/hr/Pages/Health%20Benefits.aspx
Union Membership
This position is covered under AFSCME Local 1308 Courthouse Employees collective bargaining agreement. To view the bargaining agreement please visit our website: https://www.kitsapgov.com/hr/Pages/Collective-Bargaining-Agreements.aspx
Current County Employees:
If you are transferring or promoting into this position are responsible for reviewing these benefit changes; prior to accepting a position. In addition, it is your responsibility to notify the Auditor's Payroll Division of a change in union status.
NOTE: This is a general overview of the benefits offered through employment with Kitsap County, and every effort has been made to ensure its accuracy. If any information on this document conflicts or is incorrect with the provisions of a collective bargaining agreement (CBA), applicable laws, policies, rules or official plan documents they will prevail.
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