Public Works Records Administrator

Public Works Records Administrator

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Public Works Records Administrator

Salary

$5,966.00 – $7,614.00 Monthly

Location

Edmonds, WA

Job Type

Full Time – Regular

Job Number

2024-027

Department

Public Works

Opening Date

10/14/2024

Closing Date

11/12/2024 4:30 PM Pacific

Union Classification

AFSCME (Council 2)

Application Requirements

A completed online application, an attached resume, and an accompanying cover letter are required to be considered for this position. An incomplete application packet will disqualify you. Applicants may attach additional information that will assist us in the review and selection process.

Social Security Notice

Regular full time and regular part time City of Edmonds employees do not participate in the Social Security program. For information on how this may affect your retirement benefit, please call Social Security or visit their website https://www.ssa.gov/planners/retire/wep-chart.html.

Description

Benefits

Questions

Description

This position will be open for applications until Tuesday, November 12, 2024 at 4:30 PM.

About the Position

Under administrative direction, establishes, formalizes, and maintains records management and archives that account for, and make electronically accessible, all existing documents and drawings for the Public Works Department. Inventories, organizes, and maintains all documents, electronic files, and systems to archive documents in accordance with state and federal laws. In addition, responds to, or supports Public Works staff, in responding to public records requests.

To view the full job description, visit the following link: Public Works Records Administrator (https://cdnsm5-hosted.civiclive.com/UserFiles/Servers/Server16494932/File/Government/Departments/Human%20Resources/Job%20Descriptions/AFSCME/PWRecordsAdministrator.pdf)

New hires generally start between $5,966.00 and $6,577.00 per month. Placement within the position’s full wage scale is based on qualifications and professional experience. The full wage scale for this position is between $5,966.00 and $7,614.00 per month.

About the Department

Public Works & Utilities serves a growing population of over 40,000 residents and businesses. The Department is responsible for a wide range of infrastructure maintenance, operations, and civil engineering services to our citizens involving street transportation and traffic control, storm runoff and surface water management, drinking water distribution, sewage collection and conveyance, and wastewater treatment.

About the City

The City of Edmonds is a beautiful community on the Puget Sound waterfront with a population of 43,370 (MRSC, 2023 (https://mrsc.org/research-tools/washington-city-and-town-profiles) ) and is the gateway to the Olympic peninsula via the state ferry system. Edmonds provides a full range of services, including contracted fire services, police services a municipal court, a community pool, a regional performing arts facility, public works and utilities, a regional wastewater treatment facility, along with community events and services through our Parks, Recreation, and Cultural Services Department. Six department directors report directly to the Mayor and oversee approximately 279 full–time-equivalent employees.

Examples of Duties

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Organizes and maintains project, administrative, and address files for varied divisions of the Public Works department using appropriate manual and computerized indexes and information systems.

Analyzes, recommends, and implements improvements to records management systems including managing record series, indexes, and inventory control to enable efficient access.

Manages records in accordance with retention guidelines according to the Washington Secretary of State Common Records Retention Schedule (CORE).

Assigns retention periods and dispositions of records from schedule to varied records series.

Researches and references documents for staff and other users.

Serves as the department subject matter expert in records management and archival for all divisions under Public Works.

Prepares records for transfer to inactive storage, maintains transfer documentation and indexes, retrieves records when requested, prepares disposition documentation, and arranges disposition.

Lifts and moves boxes of records between work sites, shelving, and pallets.

Prepares and scans paper records to electronic format to store in a central document repository with appropriate metadata indexing for the record series type. Reviews files for content, organization, and identification. Assists in the preparation of materials to be archived and transfer to the appropriate storage location or the designated vendor.

Manages relationships with existing consultants under contract that are currently managing file archiving projects.

Performs research, compiles data, and provides reports using manual and computerized index and filing systems.

Collaborates with Public Works staff to effectively coordinate and communicate procedures, processes, and policies for archiving documents.

Coordinates with the Deputy City Clerk and Public Records Officer to comply with internal City policies and State law.

Performs other related duties as assigned that are within the scope of this position classification.

Minimum Qualifications

MINIMUM QUALIFICATIONS:

Education and Experience:

Associate degree or equivalent in Records/Information Management, Library Science, Business, or a related field.

An equivalent combination of education, training and experience which allows the incumbent to successfully perform the essential functions of the position may also be considered.

Preferred Qualification: Prior clerical experience that includes records management.

Required Licenses or Certifications:

A valid Drivers License at time of hire and a driving record that is acceptable to the City’s insurance requirements. Out of state candidates must obtain their WA State Drivers License within 30 days after moving to WA https://www.dol.wa.gov/driverslicense/moving.html

A criminal background check is required following a verbal offer of employment. Criminal history is not an automatic employment disqualifier. Results are reviewed on a case-by case basis.

Supplemental Information

WORKING CONDITIONS:

Environment:

Office and construction site environments.

Driving a vehicle to conduct work.

Physical Abilities:

Hearing, speaking or otherwise communicating to exchange information in person and on the telephone.

Operating a computer keyboard and various tools.

Reading and understanding a variety of materials.

Bending at the waist, kneeling, or crouching, reaching above shoulders and horizontally or otherwise positioning oneself to accomplish tasks, including the ability to climb a safety ladder and to lift, push, pull, or carry media weighing up to 40 pounds.

Hazards:

Contact with dissatisfied individuals.

Benefits information is available below and varies based on classification status. Regular, part time employees may be eligible for prorated benefits.

Please visit the HR Benefits Website (https://edmondswa.gov/cms/One.aspx?portalId=16495016&pageId=17263650) for more information.

01

What are your salary expectations? Please do not disclose current or prior position salary.

02

Please indicate your level of education.

Associates Degree or equivalent

Bachelors Degree or higher

None of the above but I have equivalent education, training, and experience.

None of the above

03

Which of the following most closely matches your program of study?

Records/Information Management

Library Science

Business Administration

Other Related Field

None or Not Applicable

04

If you selected “other related field” above, please specify.

05

Do you currently, or will you (by start of the position), posses a valid drivers license and be able to provide a copy of your drivers abstract? [Note – A WA state drivers license is required within 30 days of hire date]

Yes

No

06

Please identify your years of experience in using Microsoft Word.

1 year or less

1-3 years

3-5 years

5 years

07

Please identify your years of experience in using Microsoft Excel.

1 year or less

1-3 years

3-5 years

5 years

08

Please identify your years of experience with WA State Archives standards and related procedures.

1 year or less

1-3 years

3-5 years

5 years

09

Please identify your years of experience with Records Management.

1 year or less

1-3 years

3-5 years

5 years

10

Please identify your years of experience in a Public Agency.

1 year or less

1-3 years

3-5 years

5 years

Required Question

Agency

City of Edmonds

Address

121 5th Ave N Edmonds, Washington, 98020

Phone

425-775-7740

Website

http://www.edmondswa.gov