Records Coordinator - Human Resources

• Assess electronic records in HR and determine proper disposition according to Department and Washington State law, regulations and WACs.
• Implement changes to streamline this process and properly eliminate unnecessary documents and paperwork.
• Document the proper retention and destruction of documents.
• Represent HR with the transition to Laserfiche digital record keeping.
• Coordinate with the Public Records Officer regarding public records requests and promptly respond to staff and public regarding requests for information; comply with the State's records retention and retrieval schedules.
• Work with procurement, Management Analysts and vendors on annual contract renewals.
• Attend meetings and prepares agendas and minutes.
• Create reports, correspondence, and processes involving sensitive and confidential information.
• Manage employment verifications.
• Receive and distribute faxes, mail, and general HR emails to the appropriate person.
• Assist in recruitment and selection functions, including scheduling interviews and preparing interview packets.
• Provide back up on billings, invoices, purchasing, employee recognition, personnel file creation, and other areas of Human Resources.

Click here for a detailed Classification Specification. *See Confidential Assistant*Key Competencies:

• Communicates effectively, clearly and concisely, orally and in writing. Uses active listening skills and responds to others as appropriate.
• Understands the effect of decisions on our diverse workforce and community.
• Demonstrates knowledge of the role that culture plays in communication and interacts sensitively, effectively, and professionally with persons from diverse backgrounds.
• Skill and ability to receive, screen, and give varied information to callers, many of who are in professional, public or community groups.
• Skill in working with diverse populations and/or emotional situations with cultural sensitivity.
• Ability to establish and maintain effective working relations with co-workers, public and private officials, other agencies and the public.
• Demonstrates proper use of available technologies, including e-mail, voice mail, computer software and more.
• Shows attention to detail, accuracy, and proof-reading skills.
• Establishes and maintains filing systems.
• Recognizes and defines problems; analyzes relevant information; encourages innovative solutions and plans to solve problems.
• Applies quality tools and techniques for continuous improvement.
• Manages time efficiently. Organizes and prioritizes work; adapts to changes in work load demands; takes responsibility for outcomes of assigned tasks.

Job Specific Technical Skills:

• Knowledge of and ability to apply protocols, etiquette, and diplomacies within an environment of elected officials, governing boards, community leaders, executive and administrative-level staff, and the public.
• Knowledge of rules, policies, and laws which apply to meetings and boards, i.e., Robert's Rules of Order for Parliamentary Procedure, the Open Meetings Act, relevant sections of Washington State RCW and WAC, etc.
• Skill in transcribing and composing meeting minutes, agendas, correspondence and related materials.
• Knowledge of grammar, spelling and punctuation.
• Ability to observe strict confidentiality regarding all information obtained in the course of employment.
• Ability to maintain sensitive and confidential files.
• Skill and ability to apply continuous quality improvement to office processes.
• Knowledge of and ability to apply basic math skills to work performed.
• Ability to apply basic record-keeping principles and practices to work performed.
• Proficiency in standard MS business software programs, including SharePoint and skill in keyboarding with speed and accuracy.
• Understanding of project management tools and techniques.

An Associate's degree AND four years of progressively responsible experience in an administrative secretarial position preferably including some experience as a secretary responsible to an executive or administrator in the public sector; OR, the equivalent combination of relevant education, training and experience may be substituted.
Ability to successfully pass a background investigation.

Desired:

• Records management experience (including knowledge of retention schedules)

Work Setting:

• Work is performed almost exclusively indoors in an office environment. Exposure to hazards is limited to those commonly found in government office environments.
• Your office will be set up to provide personal safety, including social distancing, screening, sanitation, disinfection, and masks.

Physical Demands:

• Work involves special physical demands such as lifting and carrying 25 - 50 lbs, i.e. office supplies, cases of paper, archive boxes.

Tools and Equipment:

• Duties require the use of standard office furniture and equipment (e.g., desk, filing cabinet, computer, printer, telephone, fax machine, copy machine, etc.)

Emergencies:
When public health responds to an emergency you may be assigned duties that are outside your regular job description. This may involve responding at any time, including nights and weekends, with possible deployment to locations other than the department.Employment Type: Project