Part-Time Records Clerk

Description
Primary Focus
Records Coordination

• Maintain a centralized system and tracking process for all public records including filing and retrieval, indexing, retention, storage, scanning, and destruction of all department records, ensuring compliance with applicable federal and state laws.
• Organize records cleanup at Housing Kitsap main office.
• Maintain organization of records building.
• Update and add all records to the "Master Records Log".
• Prepare all incoming boxes of records by adding them to the "Master Records Log" and finding a location for those records to be stored for their shelf life.
• Prepare files that are ready for destruction.
• Create plan for future records storage options.
• Work with supervisor on Washington State Archive's grant submissions specific to Records Management.
• Create and update internal records retention procedures that ensure compliance with applicable federal and state laws.

Records Training

• Train HK employees on proper procedures to ensure records are retained and logged properly.
• Occasionally travel to HK properties to ensure records are properly stored and retained.

Public Records Requests

• Locate records that have been requested internally within Housing Kitsap or externally with the Public Records Coordinator to aid in a Public Records Request for Housing Kitsap.
• Public Records Requests. Receive, analyze, process, and distribute requests for public records, in compliance with Chapter 42.56 RCW (Public Records Act). Respond to and communicate with requestors in writing or verbally; seek clarification on unclear or large requests.

General

• Answer all incoming emails and phone calls.
• Establish and maintain a positive, supportive, and cooperative work environment.
• Take proper safety precautions, anticipates unsafe circumstances, and acts accordingly to prevent accidents. Use all required safety equipment.
• Act responsibly for the safety of self, others, materials, and equipment.
• Meet established deadlines.
• Display initiative to resolve problems and capitalize on opportunities.
• Promote cost-effective use of the organization's resources.
• Perform other duties as assigned.

Requirements
Education: HS Diploma or GED.
Experience: One year of office clerical or administrative experience or a combination of education, experience, and training that indicates the ability to successfully perform the essential functions of the position listed above.
Knowledge of:

• Customer service protocols for effective phone, email, and in-person interactions;
• Business English, spelling, punctuation and arithmetic;
• Accepted office procedures and practices;
• Applicable rules, regulations and laws, including the Public records Act and Local Government Retention Schedules;
• State and local laws and regulations regarding public disclosure, retention, release, and dissemination of official records and documents;
• Microsoft Office Software products such as Word, Excel, Outlooks, etc.

Ability to:

• Understand and follow oral and written instructions of a complex nature;
• Communicate effectively both orally and in writing;
• Use tact and courtesy when explaining difficult procedures and regulations to the general public;
• Advanced skills in word processing, spreadsheet, and database management;
• Operate standard office machines such as CRTs, calculators, fax machines, copy machines,;
• Understand organization structure and identify personnel for proper records retention;
• Deal with the public tactfully and courteously in person and on the telephone;
• Establish and maintain cooperative and effective working relationships with those contacted in the performance of work;
• Maintain regular, reliable, and punctual attendance.

Special Qualifications:

• Possession of, or the ability to, obtain and maintain throughout employment, a valid State driver's license and auto insurance.

Preferred Qualifications, Any combination pf education and/or experience equivalent to:

• One (1) year Office Clerical, records, or administrative experience;
• Two (2) years of college-level course work in Records/Information Management, Library Science, or other related field.