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Records Management Officer

Company: Pierce County, WA
Location: Tacoma
Posted on: September 15, 2023

Job Description:

Salary: $33.32 - $41.62 Hourly

Location : Tacoma, WA

Job Type: Career Service - Full Time

Job Number: 23-00626

Department: Finance

Division: FPM-Purchasing, Fleet & General Services

Opening Date: 08/30/2023


Position Summary
Why It's a Great Opportunity:
As a subject matter expert in records management and knowledge in public records, you will actively oversee the County's records management program including compliance, retention, storage, and organization, digitization of physical records, and destruction after retention is met of official records for County departments. You will provide guidance and support across the County to department records staff, help to develop internal records management procedures, and supervise the Records Center team. As a coaching supervisor you will give your team the tools they need to be successful while supporting your team with training and education. You will also act as the Public Records Officer for Finance Department public records requests.

Why It's a Great Department:
The Finance Department - General Services Division has an excellent reputation as an employer committed to providing high-level service. We are a national leader in delivering public services through innovation and financial management. We are a team that believes in a positive, collaborative team focused approach where we support one another and the work we do.

How to be Successful in the Role:
We are looking for someone with exceptional customer service skills who can objectively analyze situations quickly and clearly communicate next steps from individual contributors to executive leadership. Someone who is a responsive problem solver and can anticipate needs. As the primary and technical expert, your strong leadership and extensive knowledge of modern-day records and information management is key. You will deliver guidance and give answers to our internal and external customers providing resources and solutions with confidence and detail.

Your Future in this Role:
Our existing Records Management Program is growing and changing as technology and legislation does, so you will be able to grow and develop throughout your tenure. You will work with Pierce County customers across all levels of the organization from individual contributors to executive leadership which allows your business savvy to grow. This exposure will prepare you for future opportunities with Pierce County. Pierce County offers professional development through the Leadership Certification program, robust online learning, and other training opportunities throughout your career to ensure your success. This position has multiple career growth and promotional opportunities in Pierce County to build on a great career.

Core Daily Responsibilities:

  • Manage the County records management program (electronic and paper), ensuring maintenance of records retention, organization, security, and destruction programs in compliance with established policies and procedures including Federal, State, and local laws.
  • Lead and coordinate the Pierce County Records Committee (PCRC) meetings and activities.
  • Partner with the Information Technology Department to develop, test, and evaluate the County's records management policies, procedures, and electronic applications administration and maintenance, ensuring system security, retention, indexing, extracting and destruction capabilities as required by State retention schedules.
  • Oversee and serve as liaison for all County transmittal and archiving processes, including coordinating Washington State Archives (WSA) record appraisals; and provide records management services and vendor records storage and destruction services.
  • Research all applicable rules and regulations concerning records retention and identify appropriate records retention schedules as established by County procedures and legal requirements.
  • Supervise the Pierce County physical records storage facility, the Records Center and its staff.
  • Manage public records requests on behalf of Finance Department. Qualifications
    Minimum Qualifications:
    • Bachelors' degree in business, records management or related field and,
    • Three years of experience overseeing records management systems (paper and electronic) for a government agency; OR
    • Any equivalent combination of experience and education is required. Preferred Qualifications:
      • Lead worker and/or supervisor experience preferred.
      • Certified Records Manager (CRM) or similar industry recognized credential is preferred.
      • Familiarity with public records requests and disclosure is preferred. As a condition of employment, the applicant will need to authorize and complete a background check. Information received from the background check is reviewed case-by-case and will not necessarily remove an applicant from consideration.
        Supplemental Information
        To be considered for this opportunity please:
        • Complete and submit a detailed online Pierce County Employment Application by selecting "APPLY" above or go to:
        • If you have a question about this opportunity, please email the Recruitment Team at and specify the Job Number and Title.
        • If you do not have internet access, you may visit your local public library or any WorkSource location and use their computers.
        • Individuals needing accommodation in the application, testing process or need this job announcement in an alternative format may call Human Resources at (253) 798-7480, at least two days prior to the need. This is a competitive selection process. Your application form will be reviewed and evaluated for the quality and quantity of education/experience in the areas listed. Applicants whose qualifications most closely correspond to the County's needs will be eligible for further consideration. Notification of application status normally occurs 2 to 3 weeks after the closing date. Short notice may be given to applicants to participate in further selection processes which may include written, oral and performance examinations, and final interviews.

          At Pierce County, diversity, equity, and inclusion means commitment, not a single step. We strive to foster an inclusive environment that supports equitable access to opportunities throughout your career. We want to recruit, develop, and maintain a talented workforce from various backgrounds, cultures, lifestyles, and perspectives, committed to our vision.

          Employees of the County have local, direct, and visible impact in our diverse community. Will you join us in keeping Pierce County a great place to live, work, and raise a family?

          Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Pierce County offers a competitive benefits package that offers flexibility and peace of mind. We are proud to offer Employee Resource Groups, a focus on professional development in our , and a County Book Club.

          We understand that your life revolves around more than just your career and that your priority is making sure that you and your family maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of and , , staff training and other compensation benefits that you can mix and match to meet your current and future needs.

          Our benefits:

          Vacation (Annual Leave)
          After approximately six months, employees receive six days of vacation leave.
          Since we value your experience, the amount of vacation you can accrue increases the longer you work with us. Vacation accrues on a bi-weekly basis for full-time employees as follows:

          Vacation Accruals:
          During years 1-3, 12 Days
          During years 4-7, 16 Days
          During years 8-13, 20 Days
          During years 14-18, 23 Days
          During years 19, 24 Days
          During years 20, 25 Days
          During years 21, 26 Days
          During years 22, 27 Days
          During years 23, 28 Days
          During years 24, 29 Days
          During years 25 & thereafter, 30 Days

          A maximum of 45 days may be carried from one year into the next.
          Pro-Rated for Part-Time based on % of 1.0 FTE.

          Military Leave:
          Pierce County has a proud history of supporting the armed forces and provides members of the armed forces with up to 21 days paid military leave per state fiscal year.

          Some full-time employees are entitled to eleven paid holidays as follows:

          New Year's Day - January 1
          Martin Luther King, Jr's birthday - Third Monday in January
          President's Day - Third Monday in February
          Memorial Day - Last Monday in May
          Juneteenth - June 19
          Independence Day - July 4
          Labor Day - First Monday in September
          Veteran's Day - November 11
          Thanksgiving Day - Fourth Thursday in November & Friday after
          Christmas Day - December 25

          Personal Holidays:
          Regular full-time and regular part-time employees, and employees occupying limited duration positions, shall also receive two additional paid personal holidays. Paid personal holidays shall only accrue for those employees on County payroll as of January 1 of each year or the first work day following January 1 and must be taken during the calendar year in which it was accrued.

          Some Pierce County employees may be designated to receive 10 "furlough" days per year in lieu of holidays. Furlough days are available for use on January 1 and must be scheduled and taken within the calendar year. Employees who leave employment with Pierce County must reimburse the employer for used furlough days based upon the number of remaining holidays.

          Sick Leave:
          Sick leave accrues on a bi-weekly basis, at the rate of one day per month.

          Insurance Benefits:
          Employees and families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with very affordable monthly premiums that offer coverage throughout Pierce County. Employees are eligible to enroll each year in a flexible spending plan, which enables them to use tax-deferred dollars toward their health care and dependent care expenses. Employees also have the opportunity to participate in supplemental life and long term disability insurance plans. To view premium rates, summary of benefit coverage, and other information, please visit the website.

          Retirement and Deferred Compensation:
          Pierce County employees are members of the State of Washington's Department of Retirement System (DRS) and depending on the position or previous DRS enrollment will be able to enroll in one of many programs DRS offers. For additional information, check out the web site.

          Employees also have the ability to participate in the Nationwide Deferred Compensation Plan. This is a supplemental retirement savings program that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

          Social Security:
          All Pierce County employees are covered by the federal Social Security and Medicare systems. The county and the employee pay an equal amount into the system.

          Miscellaneous Benefits:
          Please visit website for more information.

Keywords: Pierce County, WA, Tacoma , Records Management Officer, Accounting, Auditing , Tacoma, Washington

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