Public Records Officer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or status as a protected veteran. For more information regarding Evergreen’s non-discrimination policies or to report discrimination, please visit the Affirmative Action and Equal Opportunity webpage at www.evergreen.edu/equalopportunity or contact the Affirmative Action and Equal Opportunity Officer at (360) 867-5371, Room 3102 Library Building, 2700 Evergreen Parkway NW, Olympia, WA 98505.

This is a full-time, overtime exempt position on the Olympia Campus of The Evergreen State College. This position is an “at-will” appointment, exempt from Washington State Civil Service rules and the Fair Labor Standards Act overtime requirements.

Reporting to the College Budget Officer, the Public Records Officer is responsible for managing and responding to public records requests and ensuring compliance with applicable college policies and state and federal laws and guidelines.

• Administer and manage the college’s public records request program, including interpreting and enforcing RCW 42.56 (Washington State Public Records Act), approving or denying the request based on RCW 42.56 and state and federal privacy laws, including but not limited to, the Family Educational Rights and Privacy Act (FERPA), and determining and coordinating the process, steps, and timelines for responding to the request.
• Maintain the public records request docket, record all public records requests, and assure that each request complies with legal deadlines.
• Advise and assist requestor in defining the scope of public record request.
• Maintain inventory of requested records produced in compliance with public records law and records retention statutes.
• Provide guidance to staff in identifying records and documents responsive to public records request.
• Oversee the collection and transfer of records and documents to and from work units and/or staff.
• Arrange with departments for transfer of records in response to requests and maintain a duplicate set for verification.
• Work with college departments to ensure records are received in a timely manner. 
• Review all records responsive to requests, perform legally-supported redactions, and when deemed necessary by own discretion, consult with the Assistant Attorney General regarding ambiguous information.
• Stay up to date regarding court cases and decisions affecting the public records act.
• Maintain glossary of exemptions, boilerplate letters, and a case law reference guide.
• Maintain manual and electronic files of records related to requests in compliance with public records law and records retention statutes; assure accuracy of all files.
• Respond to questions from the campus, requestors, and community relating to the operations of the office and to specific public records requests.
• Develop and provide training materials regarding public records request requirements, timelines, and processes.
• Collect and prepare discovery documents upon request.
• Manage the college’s litigation hold process.
• Respond to subpoena’s for records.
• Consult with Attorney General’s Office on public records requests, as needed.
• Monitor legislation regarding public records and serve as a subject matter expert regarding pending legislation affecting public records.
• Strategically plan projects and other efforts to improve consistency of practice, interpretation, legal compliance around public records, as well as manage risks and potential liability relating to the Public Records Act.
• Maintain and improve Public Records Office records management systems.
• Assist in developing and improving college records retention policies and procedures.
• Other duties as assigned.

• Advanced knowledge of public records law, records retention regulations, and legal discovery.
• Strong organizational skills and ability to handle large volume workloads under strict legal deadlines.
• Ability to track critical deadlines for self and others.
• Ability to demonstrate discretion and tact while working with highly sensitive materials of interest to those inside and outside of the college.
• Excellent judgment and analytical skills with strong attention to detail.
• Strong skill in using technology, including the ability to conduct advanced search of electronic records using Office 365 (or similar software); ability to learn now software as needed.
• Excellent verbal, written, and interpersonal communication skills, including ability to communicate in numerous and highly diverse environments.
• Highly organized with skill in manual and electronic file management.
• Ability to work collaboratively and respectfully with diverse populations.
• Excellent public relations and customer service skills.
• Ability to maintain confidentiality of records and documents.
• Proficiency in Microsoft Word, Excel, Outlook, and Adobe Acrobat.
• Ability to provide training and present information related to public records law and related topics to groups and individuals.
• Ability to move boxes of documents ranging from 10 – 40 pounds.
• Ability to bend, stoop, reach, and sort through a variety of boxes and files.

• Bachelor’s degree from an accredited college or university.
• Experience administering Washington State’s Public Records law, including analyzing, interpreting, and applying rules, laws and case law related to public records.
• One year of experience administering a public records request program.
• Experience working with legal discovery.

• Must provide proof of identity and employment eligibility within three days of beginning work.
• 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.

A full state benefits package which includes: paid sick and vacation leave; paid campus holidays; a generous medical, dental, life and disability insurance package for employees and dependents; retirement; deferred compensation and optional supplemental retirement accounts. For more information about Evergreen’s excellent employee benefits, please view http://www.evergreen.edu/payroll/benefits.htm