Job Description

Overall Job Objective

Job Title: Public Disclosure Administrator
Closing Date/Time: Fri. 07/06/18 5:05 PM Pacific Time
Salary: $5,218.00 - $6,343.00 Monthly
$62,616.00 - $76,116.00 Annually 
Job Type: Regular Full-time
Location: 220 4th Ave. S., Kent, Washington

Do you want a job to challenge your skills, knowledge and abilities? Do you want a job assisting the public in understanding what a public record is? Do you want a job working in a supportive team environment?   This position needs a person who has: 
  • Exceptional organizational skills;
  • Ability to multi-task on several levels (daily requests; larger on-going requests; projects)
  • Aptitude to work with a small team in Clerk's Office, and a larger team throughout the city. 
If you believe this position is right for you, please submit your application to become the Public Disclosure Administrator for the City of Kent!

**This full-time position is represented by the AFSCME union.  A cover letter and resume are required with your online application in order for your application to be considered complete.  Uploading your resume to auto-fill portions of the application does not automatically attach it to your application.  Incomplete applications will not be considered for this position.  Please note that you cannot attach documents to your application after it has been submitted.  If you have any questions or concerns regarding your online application, please call our office at (253) 856-5270 and we will do our best to assist you.**

Under the direction of the City Clerk or designee, perform advanced public records duties involving City documents; responsible for coordinating and/or responding to all public records disclosure requests that come into the City, meeting strict deadlines. The incumbent will also provide public counter coverage and offer information and assistance to City staff and the public.
Work is characterized by specialized, technical and administrative duties requiring in-depth knowledge of and coordinating the function of public records disclosure, assisting the public in accessing and obtaining records and information in compliance with City policy and the state Public Records Act and provide information and assistance to City staff and the public; fill in at City Council meetings or other events for the City Clerk in his/her absence.
Work is performed under limited supervision. Supervisor sets the overall objectives and resources available.  Incumbent and supervisor work together to develop the deadlines, projects, and work to be completed.  Incumbent is responsible for the work, plans and carries out the assignment, resolves most conflicts that arise, coordinates work with others, and interprets policies on own initiative in terms of established objectives.  Incumbent keeps supervisor informed of progress, potentially controversial matters, or far reaching implications.  Work is reviewed in terms of feasibility, compatibility with other work, or effectiveness of results.
 Essential Duties and Responsibilities:

Receive, log and process all public disclosure requests, including those of a sensitive nature which may involve legal liability, in accordance with federal, state and local regulations and City policies. Communicate with requestors to provide assistance on public disclosure requests including clarifying and prioritizing elements of the requests, determine timeframes for response and memorialize the communications in writing.
Prepare response letters to requestors; schedule appointments for review of records; oversee review of records; and respond to questions related to the City's policies and procedures including the appeal process and closure of requests.  
Maintain public records requests tracking system to monitor timely review and response from affected departments; ensure records received from department(s) are responsive to request; release records upon receipt of payments; speak on behalf of the City regarding such requests.
Ensure compliance with a variety of laws, ordinances, and policies governing the retention, release, and dissemination of records in City Clerk's office and official City documents; review and redact information according to applicable exemption laws prior to releasing records.
Work closely with the Legal department to ensure compliance on complex public disclosure requests and/or those requiring legal discovery. 
Develop and implement policies and procedures relating to public disclosure requests, in accordance with the Public Records Act; train and update staff as appropriate.
Co-chair committee of Citywide departmental records coordinators; instruct and train City staff and the public on public disclosure policies.
Provide information and assistance to City staff, other agencies, and the public at the counter and on the telephone; answer inquiries and questions; direct or refer to appropriate personnel.
Provide backup support as needed in the City Clerk's office.
Participate in job-related committees, attend various seminars and meetings as assigned; remain current on developments in public records requests and related fields.
Actively support the vision, mission, values and goals of the department and the City.

Perform duties of the City Clerk in his/her absence, or as assigned.
Perform related duties as assigned.
 Knowledge, Skills and Abilities:

  • State and local laws and regulations regarding public disclosure requests; the retention, release and dissemination of official records and documents
  • City organization, operations, policies and objectives
  • Filing methods and systems; indexing and cross-indexing principles and techniques
  • Functions and responsibilities of the City Clerk's Office

  • Effective use of interpersonal skills using tact, patience and courtesy
  • Use of alpha and numeric filing systems
  • In-person and telephone etiquette and techniques to properly assist a diverse assortment of inquiries and persons
  • Using research and analytical methods, practices and procedures to define and resolve issues
  • Use of complex computer software, including public disclosure management software

  • Establish and maintain cooperative and effective working relationships with others
  • Maintain confidential files, records and reports
  • Be persuasive in selling concepts of the proper handling of public records requests and information management
  • Advise and provide technical assistance to City employees and others
  • Speak effectively in one-on-one situations and before groups of customers or employees of the organization
  • Communicate effectively both orally and in writing with all levels of management, City employees, vendors and the public
  • Apply and explain laws, codes, regulations, policies and procedures
  • Work independently with little supervision
  • Understand and work within scope of authority
 Education, Experience and Other Requirements:

Three (3) years college-level course work in records/information management, library science, business or related field and
Three (3) years of increasingly responsible administrative experience, including one (1) year of public disclosure experience.
In place of the above requirements, the incumbent may possess any combination of relevant education and experience which would demonstrate the individual's knowledge, skill and ability to perform the essential duties and responsibilities listed above.

  • A certificate in paralegal studies is highly desirable
  • Previous experience working in the public sector is preferred
  • Multilingual desirable
  • Must successfully pass a Washington State Patrol background inquiry