Job Information
City of Edmonds Public Works Records Administrator in Edmonds, Washington
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
2024-016
Department
Public Works
Opening Date
04/25/2024
Closing Date
Continuous
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
Applications received through Thursday, May 23, 2024 at 4:30 PM will receive priority first review. This position will remain opened until filled but may be closed at any time a qualified candidate is selected.
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/Server_16494932/File/Government/Departments/Human%20Resources/Job%20Descriptions/AFSCME/PW_Records_Administrator.pdf)
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 Driver's 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 Driver's 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 & 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
Please indicate your level of experience with general office, records management, communications, data entry, or customer support.
No Experience
Up to 1 year
1 year to less than 2 years
2 years or more
06
Do you currently, or will you (by start of the position), posses a valid driver's license and be able to provide a copy of your driver's abstract? [Note - A WA state driver's license is required within 30 days of hire date]
Yes
No
07
Please identify your years of experience in using Microsoft Word.
1 year or less
1-3 years
3-5 years
5+ years
08
Please identify your years of experience in using Microsoft Excel.
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