Executive & Commission Coordinator/Public Records Officer

Salary : $74,113.00 - $111,170.00 Annually
Location : Longview, WA
Job Type: Full-Time
Job Number: 202400001
Department: Executive
Opening Date: 12/19/2023
Description
As one of the first ports in the state of Washington, the Port of Longview has long prided itself on a hard-working labor force with deep roots in the state's blue-collar industries. The Port works for the community as an economic driver for a variety of industries and businesses within Longview and the surrounding area. We create jobs, support local programs, and contribute revenue back into the community to continually improve the quality of life for its residents. In addition, we strive to provide opportunities for professional development and growth within our team.
We are proud to serve our community as Washington's Working Port!
Essential Functions
The Port's Executive & Commission Coordinator/ Public Records Officer develops and administers procedures and oversees compliance relating to the Washington State Public Records Act. This position provides administration support for the Executive Offices and the Board of Commissioners and is also responsible for supervising the reception/records retention position, and has a dotted supervision line to the back-up PRO/reception position.
Qualifications
Minimum Qualifications:

• A Bachelor's degree involving major study in archives, records management, library science, business administration, or a closely related field, AND four (4) years' experience in forms and records management. Experience in forms and records management may be substituted, year for year, for the education requirement.
• Familiarity with interpreting, creating, and/or updating an organization's records retention schedule and procedure.
• Experience with basic Microsoft Office applications including Word, Excel, SharePoint, and Outlook.
• Prior records management experience.

Preferred Qualifications:

• Knowledge and proficiency with RCW 40.14 (Records Officers-Designation-Powers and Duties).
• Knowledge and proficiency with Washington State Government General Records Retention Schedule and RCW 42.56 (Public Records Act).
• A Certificate in Records Management or closely related practice (e.g., IGP, CIP, GARA, CRA, CRM, WAPRO).
• Completion of records training provided by Washington State Archives.
• Experience developing records training materials and guidelines.
• Experience working with public officials in an administrative capacity.
• Experience with, or knowledge of Enterprise Content Management (ECM) electronic records management (ERMS), electronic document management (EDMS) systems and/or similar document lifecycle software.
• Knowledge of, or experience using Microsoft SharePoint, Microsoft Teams, or email archiving search functions, or similar cloud service for collaboration or content management.

*Beginning salary will be dependent upon qualifications and experience. New hires typically start at 85-90% of the range midpoint. The midpoint for this position is $92,642.
Supplemental Information
Duties:

• Provides administrative support of a highly complex, confidential, and responsible nature to the Chief Executive Officer, Chief Administration and Finance Officer. and Chief Operating Officer. This position interfaces with each of the Port's senior management team members on coordinating the implementation of Port initiatives and serves as a point of contact for internal and external constituents requiring considerable discretion, independent judgment, and initiative, and is accountable for ensuring an effective Executive Office.
• Oversees compliance with the public records requirements pursuant to the Public records Act (RCW 42.56) and union requests for information under RCW 41.56.
• Assesses technology tools used to track, log, redact, extract, collect, and respond to public records requests and makes recommendations for improvement.
• Designs approves and coordinates a centralized public records training program for all employees. Mentors and coaches staff on public records policies and procedures.
• Oversees the redaction of public records, including overseeing staff who perform redactions, and reviewing redactions for legality upon request.
• Knowledge of retention periods and dispositions schedules for public records.
• Provides administrative support of a highly complex, responsible, and confidential nature to the Port's Board of Commissioners. The position serves as the coordinator for all meetings of the Board of Commissioners, facilitating the virtual participation of remote attendees and the public; ensures proper processing and filing of official documents.
• Drafts notices for public hearings, and provide meeting information, briefings, and materials to Commissioners.

The following is an overview of the benefits available to administrative employees of Port of Longview:

• Vacation: Full-time Port employees earn 96 hours of paid annual leave during their first year of employment. This rate is increased to a maximum of 240 hours per year, depending upon length of service.
• Sick Leave: Sick leave is accrued by full-time Port employees at the rate of 8 hours per month.
• Holidays: Employees receive 11 paid holidays (at 8 hours each) annually, plus floating holidays.
• Retirement: Eligible Port employees are mandatory members of the State of Washington Public Employees Retirement System (PERS). New employees have a choice between PERS Plan 2 and PERS Plan 3. Both the Port and the employee contribute to the system.
• Deferred Compensation: Employees may participate in by making contributions to this tax-deferred retirement account.
• Insurance Plans: Each fulltime employee is covered by full-family insurance (if eligible), paid for by the Port. This insurance includes medical, dental and vision coverage.
• Group Life Insurance: The Port provides coverage to fulltime employees in the amount of 200% of your annual salary, to a maximum of $400,000 life insurance.
• Port will contribute monthly to a HRA VEBA account.
• Participation in Port of Longview Wellness Incentive Program.
• Employee Assistance Program.