Job Information
Spokane County Sheriff's Public Records Specialist (Civil Service) in Spokane, Washington
Sheriff's Public Records Specialist (Civil Service)
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Sheriff's Public Records Specialist (Civil Service)
Salary
$46,002.94 - $64,390.47 Annually
Location
WA 99260, WA
Job Type
Regular
Job Number
24-00100
Department
Sheriff
Opening Date
04/18/2024
FLSA
Non-Exempt
Description
Benefits
Questions
Job Summary
TOTAL COMPENSATION: $58,883.76 - $82,419.80 annually. Total compensation is an estimate based upon base compensation, median retirement fund contributions, and current employer-paid health and related benefit contribution rates (including medical, dental, life insurance, long term disability, and leave). The actual total will vary depending upon each employee's enrollment choices.
The starting pay will begin at $22.12 on the pay scale, will have a pay increase after six (6) full months of employment, and will have annual increases thereafter, maxing out at the top step of the pay scale.
- This is not a remote-work position, all work will be performed in-person on site. *
This position supports the Sheriff's Office in the oversight, management, and coordination of public records requests and public disclosure. It ensures timely and appropriate disclosure of records in compliance with the Washington State Public Records Act and requires specialized technical knowledge and independent judgment.
Incumbent reports to the Civil Division manager/Department Head and serves as central point of contact, corresponding and reporting to complex and sensitive public records. Will provides assistance to all Spokane County departments/offices working on similar requests.
REQUIRED ADDITIONAL DOCUMENTS CHECKLIST- DOCUMENTS MUST BE UPLOADED WITH YOUR APPLICATION:
Open Entry Applicants:
Copy of Valid Driver's License (Must be uploaded with your application; front side only)
A validated typing test (see below for details)
Copy of DD-214 Member Form 4 (if applicable; Must be uploaded with your application; See RCW 41.04.010 as to how Veteran's Preference is applied)
Copy of Permanent Resident Card AKA "Green Card" (if applicable; MUST be uploaded with your application; front side only)
Official Transcripts from the school of your highest level of education and/or transcripts showing proof of your highest degree obtained. All transcripts must be official documents; they cannot be uploaded by applicants to your application.
Examples: if you graduated high school and have some college credits, but no degree, you will need to order BOTH high school and your college transcripts; if you have an Associate's or Bachelor's degree and no additional college, then only order the transcript showing proof of your degree; if you have an Associate's or Bachelor's degree plus additional college, please order BOTH college transcripts, etc.
Accepted methods for transcript submission:
Electronic Submission: If your school distributes official, electronic transcripts, have your school registrar email the official transcripts directly to: CS@SpokaneCounty.org (electronic transcripts will ONLY be accepted if sent directly by the school registrar or their 3rd party affiliate; applicants may not email transcripts directly)
Alternate Arrangements: If your school does not issue electronic transcripts, please email: LSchwebs@SpokaneCounty.org to make alternate arrangements.
If you have already submitted official transcripts to Civil Service, do NOT resubmit. If you are unsure, please contact our office to verify. Phone: 509-477-4711, x2.
**A validated typing test with a net score of at least 45 WPM after adjustment for errors, taken within the last 90 days, is required. The Civil Service office will be offering free typing tests by appointment only. Applicants are welcome to submit their application without the typing test and then Civil Service will contact them for scheduling. Some temporary employment agencies also offer validated typing tests. You may want to contact the agencies to confirm that they do offer validated typing tests and if they charge a fee; below is the name of an employment agency that DOES offer validated typing tests and their associated cost:
Express Employment Professionals: 509-747-6011; Fee: $10
If you take a typing test through Express Employment, please have them issue you a document verifying your score and then attach that to your application. We will not accept self-tests completed on the Internet. If you do not submit a validated typing test before the closing deadline, then your application will be considered incomplete and you will not move forward in the testing process for this position.
DO NOT SUBMIT RESUME; resumes are NOT accepted in lieu of a complete online application.
Promotional Applicants:
Professional Resume - 2 pages maximum
Copy of training records with the Spokane County Sheriff's Office
Copy of DD-214 - Member Form 4, (if applicable; See RCW 41.04.010 as to how Veteran's Preference is applied)
ALL REQUIRED DOCUMENTS MUST BE RECEIVED BY CIVIL SERVICE BEFORE AN APPLICANT IS PERMITTED TO TAKE THE EXAM. IF ALL REQUIRED DOCUMENTS ARE NOT UPLOADED WITH APPLICATION OR SUBMITTED TO CIVIL SERVICE, APPLICATION WILL NOT BE ACCEPTED.
TESTING INFORMATION
Written Exam:
DATE: Wednesday, May 15, 2024; TIME: 9:00 AM
-OR-
DATE: Wednesday, June 12, 2024; TIME: 9:30 AM
LOCATION: Spokane, WA 99224 (by invitation only)
Invitations to the written exam will be sent to applicants who meet the minimum requirements, pass the typing test and submit complete applications.
Suggested Study Material for the Written Exam:
RCW 42.56-Public Records Act
Public Relations & Communication Skills
General Office knowledge
Oral Board Interviews: To be determined at a later time.
PLEASE NOTE: All Civil Service exams, oral board interviews, or any other interview involved with this position must be conducted in-person at the applicant's expense. No Web/Video Conference, over-the-phone, or outside testing facilities are permitted. No exceptions.
* This job posting is to create a merged eligibility list from which all Sheriff's Public Records Specialist positions in the Spokane County Sheriff's Office will be filled.*
Examples of Duties
The following duties ARE NOT intended to serve as an exclusive list of all essential job functions performed by all employees in this classification, but only as a representative summary of the primary job functions and responsibilities. Incumbent may not be required to perform all job functions and may be required to perform additional, position specific tasks.
Receives, reviews and logs all public records requests sent to the Spokane County Sheriff's Office. Identifies and assigns requests to the appropriate lead department and contributing department(s). May coordinate request when multiple departments have responses. May take the lead on record compilation and response, where appropriate.
Assesses scope, processes and responds within required time constraints to all public records requests received by the Department.
Locates and gathers large volumes of records; reviews collected records to ensure they are responsive and complete; makes independent and accurate determinations regarding application of statutory exemptions; creates documentation substantiating application of statutory exemptions; discloses public records consistent with legal and policy mandates.
Researches, analyzes, interprets, and remains current on all relevant Required Code of Washington (RCW), Washington Administrative Codes (WACs), federal regulations, and case law regarding public disclosure. Serves as a subject matter expert, providing consultation and expert advice to Sheriff employees, elected officials and department heads.
Performs redaction of information contained within public records as well as audio and video records that are exempt from disclosure. Creates exemption logs citing the reasons for and statues relied upon when redacting or withholding exempt information.
Consults and coordinates with the Public Records Office and/or legal counsel regarding public disclosure.
Provides input to the Office Manager/Department Head regarding the development and/or revision of practices and procedures to ensure countywide efficiency, consistency, and best practices in responding to public records requests. Designs, updates and maintains files, forms, logs and tracking systems used in the record search and response process.
Serves as a point of contact for the public, assisting in accessing information and records; fosters cooperative relationships; exhibits and supports a positive culture of transparency. Resolves issues and concerns.
Develops effective working relationships with requestors and provides timely responses; communicates with requestors regarding the status of request(s) from time of receipt to fulfillment of response. Corresponds in accordance with the Public Records Act, Lexipol, County policies and procedures.
Preserves confidentiality and integrity of sensitive records.
Acts as the Sheriff's Office expert on records retention and public disclosure. Develops and conducts public disclosure and records retention training for Sheriff employees.
May assist with duties in the Civil Unit.
Performs other related duties as required.
Minimum Requirements
This is an open and promotional position.
Applicants must be a United States citizen or lawful permanent resident who can read and write the English language. High school diploma or equivalent.
Three (3) years equivalent full-time general office and one (1) year equivalent full-time working with public disclosure requests, data collection and analysis, or extensive research duties.
Keyboard at minimum 45 words per minute.
Must successfully complete a background check meeting criterion for a security sensitive position. Must complete Public Records Act training within six (6) months hire.
BEHAVIORAL STANDARDS:
All employees of the Spokane County Sheriff’s Office are responsible for contributing to a safe, productive, and positive work environment, by being self-motivated and actively demonstrating the core values of the Sheriff’s Office in their daily work and interactions:
Respect : Appreciating and valuing customers, co-workers, managers, other County employees and County leadership by showing courtesy, friendliness, and fairness. Communicating in a productive and professional manner.
Accountability : Honoring and delivering on commitments by taking responsibility for personal actions and results; a team player that helps the organization meet its objectives by taking initiative; being a responsible steward of public resources and the trust County residents have placed in each of us.
Integrity : Positively represents the organization and the County by modeling transparent and ethical behavior and demonstrating it with honest and trustworthy behaviors and actions; leading by example and performing work to the highest standards.
Innovation : Striving for excellence by actively pursuing opportunities for new and improved methods, procedures, or technologies; fostering an environment of engagement, empowerment, and embracing continuous improvement.
Selection Factors
Considerable Knowledge of:
federal, state and local laws, rules and regulations related to public records disclosure and retention schedules.
principles and practices of public records disclosure.
research methods.
electronic records management.
effective methods and principles of customer service.
principles and practices of group facilitation for training.
Skilled in:
the use of personal computers and related software.
presenting and providing instructions to coworkers.
Ability to:
read, review and interpret a wide variety of records and documents for the purposes of evaluation for public disclosure.
research and interpret related RCWs, WACs, federal regulations and case law.
work independently and accurately, managing multiple priorities and competing deadlines.
exercise sound judgment and thorough knowledge of state regulations and county policies, procedures, etc.
establish and maintain effective working relationships with internal and external customers.
communicate effectively both orally and in writing, using tact and diplomacy.
maintain strict confidentiality of sensitive documents, records and information.
learn and use related computer programs.
organize large volumes of records and documents
maintain accurate documentation (logging of receipt, exemptions, etc.) in compliance with the Public Records Act
SPOKANE COUNTY
Employee Benefits Summary
The following is a brief list of benefits available to Spokane County regular employees. Complete information is available from Human Resources Department. This information is subject to change.
PAID TIME OFF
Spokane County Observed Holidays
Up to 10 (ten) paid holidays are observed by Spokane County.
PTO
Non-represented and a select group of represented employees receive a bank of hours that combine both vacation and sick leave into a paid time off bank. There is no waiting period to use this time and it starts out at almost 2 days per month accrual increasing in accrual rates annually for first 5 years.
Vacation
For employees with less than five (5) years of continuous service, the accrual rate is 1 day of vacation each month for a total of 12 days per year. After six (6) months, employees are eligible to take accumulated vacation time. (Please note the vacation time accumulation may vary depending on contract language).
Sick Leave
Sick leave is earned at 1 day per month and can be taken as the days are accumulated.
Other Leaves
Spokane County provides several other paid leaves such as: bereavement leave, jury duty and military duty leave.
INSURANCE BENEFITS
Medical Insurance
Two plans are currently available: Premera Blue Cross (PPO) and Kaiser Permanente (HMO). Spokane County pays 95% of the premium for full-time employees and 90% of the premiums for spouses and dependents. Premiums are deducted each pay period (pay periods: 15th and last day of the month).
2023 Rates:
Premera
Employee Only: $38.04 per month
Employee & Spouse: $149.52 per month
Employee & Family: $209.60 per month
Employee & Child(ren): $136.16 per month
Kaiser:
Employee: $35.92 per month
Employee & Spouse: $140.56 per month
Employee & Family: $196.06 per month
Employee & Child(ren): $128.58 per month
Dental Insurance
Two plans are currently available: Delta Dental of Washington (PPO) and Willamette Dental (DMO). Spokane County pays 95% of the premium for full-time employees and 90% of the premiums for spouses and dependents.
2023 Rates:
Delta Dental Willamette Dental
Employee: $5.74 per month Employee: $5.98 per month
Family: $11.48 per month Family: $11.96 per month
Group Life Insurance
The County provides a $25,000 group life insurance policy to employees. The County provides a $10,000 benefit for those represented by 492, 492CS & 492CL. This benefit is paid in full by Spokane County.
Long Term Disability Coverage
Provides an income protection benefit in the event of a long-term illness or injury at rate of 60% of income up to a maximum of $5,000 per month. Spokane County pays the full premium for this plan. Deputy Sheriff's receive a benefit through their union for disability.
RETIREMENT
Retirement Plan (401a)
Spokane County employees are automatically included in the Washington State Retirement System. Both the employer and the employee contribute to the plan. This retirement plan provides a guaranteed lifetime monthly benefit once vested and eligible for retirement.
Additional Retirement Plan Option (457b)
Employees may supplement their retirement income and save money on taxes by participating in this optional County program. Roth (after-tax) option is also available through this retirement plan.
VOLUNTARY BENEFITS
AFLAC
Supplemental insurance is optional and is provided by AFLAC to help pay for benefits not covered by major medical insurance. The employee pays 100% of the premium.
Travel Assistance
Provides additional travel protections anytime you travel more than 100 miles from home. Includes pre-trip information, emergency ticket replacement, and emergency evacuation coverage. This benefit is paid in full by Spokane County.
Flexible Spending Plan (FSA)
Spokane County sponsors a Section 125 Flexible Spending Account to allow out-of-pocket Medical & Daycare Expenses to be paid with Tax Free Dollars. Premiums are automatically set up pre-tax under the FSA.
Voluntary Term Life Insurance
Voluntary Term Life Insurance is additional optional life insurance provided through The Standard Insurance. New employees are guaranteed up to $50,000 for self and $20,000 for a spouse with no medical underwriting needed.
WORK/LIFE PROGRAMS
Employee Assistance Program
Employees and their family members are eligible to receive free counseling. There are also benefits relating to financial and legal concerns.
Reduced Cost Bus Pass Program
Spokane County participates in a program with STA which discounts bus passes to $5 a month.
Wellness Programs
There are opportunities for nearby exercise programs at reduced cost and education programs around wellness themes including financial well-being, nutrition and stress reduction.
Discounts
There are local and national discounts available to Spokane County employees.
01
Are you a citizen of the United States or a Legal Permanent Resident who can read and write the English language? *Legal Permanent Residents MUST upload a copy of their valid resident card.
Yes, United States Citizen
Yes, Legal Permanent Resident
No
02
Do you have a valid driver's license?
Yes
No
03
Have you uploaded a copy of your current driver's license? Applications without this attachment will not be accepted.
Yes
No
04
Do you have a high school diploma or equivalent (GED)?
Yes
No
05
Have you contacted your school registrar(s) to submit official, electronic transcripts to: CS@spokanecounty.org? Official transcripts MUST be received by Civil Service in order to continue with the hiring process.
Yes
No
06
Do you have equivalent to at least three (3) years full-time general office experience?
Yes
No
07
Do you have equivalent to at least one (1) year full-time experience working with public disclosure requests, data collection and analysis, or extensive research duties?
Yes
No
08
Do you acknowledge that if hired, you must complete Public Records Act training within six (6) months hire?
Yes
No
09
Because of their role in law enforcement, applicants are required to pass a thorough investigation of their background. This includes an investigation of conviction records, employment and education history, credit history, character and reputation in the community, etc. Do you understand that if you meet the minimum qualifications for this position, you will be subject to a thorough background investigation?
Yes
No
10
I acknowledge that this position will require me to work on-site and understand that remote work is not an option.
Yes
No
Required Question
Agency
Spokane County
Address
824 N Adams Spokane, Washington, 99260
Phone
509-477-5750
Website
http://www.spokanecounty.org/employment