PUBLIC RECORDS OFFICER - PROSECUTOR'S OFFICE

OVERVIEW

Under limited supervision, this position will manage the coordination and release of Prosecutor’s Office public disclosure requests (PDR) to include development, implementation, administration, and maintenance of this program. The incumbent will oversee compliance relating to the Washington State Public Records Act and the Public Records Disclosure chapter of county code.

QUALIFICATIONS FOR PERFORMANCE OF THE ESSENTIAL FUNCTIONS

Required Education and Experience:

• Associate degree in records management, legal studies, business, or a related field; AND
• Four (4) years of related experience; OR
• Bachelor's degree in records management, legal studies, business or related field; AND
• Two (2) years of related experience; OR
• Any equivalent combination of experience and education that provides the applicant with the desired knowledge, skills and ability required to perform the work.

Driving Requirements:

The successful incumbent must meet the driving requirements of this position and submit a copy a current driving record/abstract (from state of residency) to review for eligibility to drive for Kitsap County prior to employment. The successful incumbent must obtain a valid Washington State Driver’s License prior to hire and maintain a satisfactory driving record as outlined in the Kitsap County Vehicle Use Policy. This position is categorized as:

• Category 2: Driver may operate a personal vehicle as an essential function for official County business. Any employee using a personal vehicle on official County business shall be required to maintain auto liability insurance, in addition to having a valid driver’s license. If driving on county business the incumbent must meet and follow the Fleet Risk Control Policies to operate a motor vehicle on County Business.
  

Criminal Conviction Standards:

• The successful incumbent will or may have unsupervised access to a vulnerable adult, or a vulnerable person, or access to a secured/confidential facility or computer system(s). As a result, Kitsap County will be conducting an extensive criminal background check by law enforcement agencies, which may include fingerprinting.
• Please review the following list of disqualifying crimes and negative actions to determine if you meet our standard for this position: https://www.dshs.wa.gov/ffa/disqualifying-list-crimes-and-negative-actions

Required Licenses, Certificates, Examinations/Tests and Other Requirements (Exclude if none required)

The incumbent is responsible for obtaining and maintaining all the following required licenses, certifications and other requirements.

Prior to employment, the successful candidate must:

• Pass a criminal history background and driving record check through law enforcement agencies.

(This position requires a security clearance. A thorough background check through law enforcement agencies and previous employers will be conducted on all applicants based on the application and supplemental questionnaire information. Kitsap County reserves the right to independently determine the applicant's prior criminal conviction record within the last ten years.)

PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT

(The physical demands described are representative of those that must be met by the employee to successfully perform the essential functions of this job. Kitsap County provides reasonable accommodation to enable individuals with disabilities to perform the essential functions.)

• The duties in this position are performed in an office setting and may be required to lift at least 20 pounds.

ILLUSTRATIVE EXAMPLE OF DUTIES

In this role, you will have the opportunity to:

• Use knowledge and experience with Washington’s Public Records Act, chapter 42.56 RCW, and with Washington’s public records retention laws and regulations, in processing requests for Prosecutor public records and in managing Prosecutor records.
  
• Engage in regular interaction with attorneys, executive staff, policy staff, and others within the Prosecuting Attorney’s Office, with the Kitsap County Public Records Officer, and with the County’s Information Services Department to coordinate the search for records, review for exempt material, and produce responsive non-exempt records to requesters.
  
• Prioritize and determine methods for expediting workflow.
  
• Maintain files ensuring that all documentation is filled appropriately and is accessible.
  
• Serve as a lead by training, assigning, prioritizing, reviewing, and monitoring workflow to ensure quality of work and responses required. Provide coaching and training to staff in public records management as needed.
  
• Serve as on-site resource for immediate response to all issues related to Prosecutor public records requests and responses. Additionally, Serve as the public contact for general questions about Prosecutor records and records requests procedures.
  
• Perform responsible technical and specialized work, including work of a legal nature.
  
• This assignment is challenging, varied, and requires the individual to work independently at times while at other times as an integral member of the 3-person consultation team.
  
• Perform work that includes reviewing graphic records, including viewing photos, video or other recordings of graphic crime scenes.
  
• Processes and track all public records requests made to the Prosecutor’s Office, coordinating efforts between the County Public Records Officer, Prosecutor staff, and legal counsel.
  
• In accordance with the Public Records Act, chapter 42.56 RCW and Prosecutor public records procedures, respond to all public records requests for Prosecutor Criminal Division records within required timelines. Duties include, but are not limited to:
  
• Maintaining public records request files, including electronic database management and deadline tracking.
  
• Corresponding with requestors via telephone, email, and mail.
  
• Assessing the scope of public records requests.
  
• Coordinating with Prosecutor staff, the Information Technology Department, and/or the County Public Records Officer to gather potentially responsive records.
  
• Organizing, tracking, and analyzing records to determine responsiveness to requests.
  
• Redacting records, ensuring the use of proper record exemption codes in compliance with state and federal laws and regulations.
  
• Consulting with legal counsel regarding record categorizations, exemptions, and other legal questions.
  
• Preparing records for electronic or postal delivery to requesters.
  
• Monitor and review legislation changes and updated guidance regarding the Public Records Act and communicate new laws and updated information.
  
• Manage Prosecutor Criminal Division casefile review and organization prior to closure and transfer to records storage.
  
• Direct Prosecutor records retention and destruction program in compliance with established policies and procedures including Federal, State, and local laws.
  

OTHER POSITION RELATED INFORMATION

• Who May Apply: This position is open to the general public. Applications will be screened for qualifications and completion of all the required materials and forms. The most competitive applicants may be contacted for further steps in the selection process, which may include testing for office and computer skills.
• This position is classified as eligible for overtime under the Fair Labor Standards Act (FLSA)
• This position is non-represented and covered under the Kitsap County Personnel Manual. Internal applicants should be aware that a change in union status or bargaining unit may impact your benefits and accruals. Please contact Human Resources if you have questions.
• Kitsap County is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations and ordinances. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please contact our Human Resources Office.
• This recruitment is being used to fill an existing open position and may be used to fill future openings for up to six (6) months.
• Work hours for this position are Monday - Friday, 8 a.m. - 4:30 p.m.

At Kitsap County, we strive to take care of our team! Our employees are the greatest asset of Kitsap County, and we take pride in offering a highly competitive compensation and benefits package to all eligible employees.

County Paid Benefits Include:
Medical - Kaiser Permanente (HMO) or Aetna (PPO)
Dental -Delta Dental or Willamette
Vision - VSP
Flexible Spending Accounts (FSA)
Life Insurance - Basic, Accidental Death and Dismemberment (AD&D), Voluntary Term Life Insurance (VTL)
Disability - Short-term disability & Long-term disability
Voya Voluntary Insurance
Transportation incentives
Employee Assistance Program
Travel Assistance Program
Wellness program https://spf.kitsapgov.com/hr/Pages/Wellness.aspx
Benefits become effective on the first calendar day of the month following the month in which the employee is hired except if the employee's hire date is the first calendar day of the month, benefits begin on the day of hire. More information about employee benefits is available on the county's website at: https://spf.kitsapgov.com/hr/Pages/Benefits.aspx or the Kitsap County Digital Benefits Guide .

*Voluntary benefit options also available at the employee's expense

Retirement:
Employees are covered under the PERS retirement plan provided through the Washington State Department of Retirement Systems and Social Security.

Deferred Compensation (IRS Plan 457b): tax-deferred savings program

Holidays
11 paid holidays and 2 additional floating holiday per year

Vacation Leave
New employees are credited with 48 hours of annual leave upon hire and will be begin accruing at the rate of 8 hours per month starting on their 7th month of employment. Employees may carry over 360 hours from one calendar year to the next. Annual leave accrual will increase upon tenure, as follows:

Upon completion of 3 years: 15 days per year (10.00 hours per month)
Upon completion of 5 years: 20 days per year (13.33 hours per month)
Upon completion of 10 years: 25 days per year (16.67 hours per month)
Sick Leave
All new hires will be credited with 48 hours of sick leave upon hire and will begin accruing at the rate of 8 hours per month starting on their 7th month of employment. Employees may carry over 1200 hours from one calendar year to the next.

***Part-time employees benefit contributions and leave accruals will beprorated***

Current County Employees
If you are transferring or promoting into this position you are responsible for reviewing these benefit changes; prior to accepting a position. In addition, it is your responsibility to notify the Auditor's Payroll Division of a change in union status.

NOTE: This is a general overview of the benefits offered through employment with Kitsap County, and every effort has been made to ensure its accuracy. If any information on this document conflicts or is incorrect with the provisions of the Personnel Manual, applicable laws, policies, rules or official plan documents they will prevail. The Personnel Manual is available at: https://www.kitsapgov.com/hr/Pages/Personnel-Manual-2019.aspx

Closing Date/Time: 12/8/2024 8:00 AM Pacific

• 

• KITSAP COUNTY

• 360.337.7185

Show more