We are seeking a self motivated and professional individual to join our dedicated team at CRESA! We have an opening for a Public Records Specialist. Please apply by December 10th, 2023!
The Public Records Specialist position processes requests for records information, answers public inquiries, and produces authentic copies of public safety records. Responsibilities also include maintenance and security of public records, as well as researching, analyzing and compiling data in response to specific requests. Information can be provided verbally, in written form, and in electronic format. The incumbent maintains confidentiality according to the records disclosure laws and local rules and may testify under oath as to the validity of records. The incumbent applies initiative, discretion, judgment and independence in accomplishing the work. This position also participates as a key member of the Administrative and Finance Division team, including providing back-up and assistance to other team members as needed. Under general supervision, the Public Records Specialist performs the full range of data research duties, as noted below, and provides certain office support functions, including reception coverage, as assigned.
This position is primarily onsite however after initial training we offer opportunity for flexible schedule and potentially working one day a week remotely.
Essential Job Functions
Must be able to perform the following essential job functions with or without reasonable accommodation:
- Responds to requests from user agencies, attorneys, media and the public or CRESA for reproductions of records including audio recordings, CAD event reports, AVL and MDC messages and any other public records maintained by CRESA.
- Researches CAD records and Equature recordings
- Prepares 9-1-1 call records in the form of written reports, audio files, operational inquiries and statistical reports
- Serves officially as “custodian of the record” and may testify in court as to the authenticity of Agency records
- Processes and responds to requests, subpoenas, correspondence, and other incoming mail related to the program; completes all related incident documentation and reports
- Enters mailed, faxed or walk in requests into GovQA and corrects information as needed
- Verifies in CAD that request information is correct, makes corrections or requests clarifications from requesting party as necessary
- Checks citizen requests for pending investigations through the County Prosecutor's Office or the jurisdictional law enforcement
- Prepares citizens’ request in the order of receipt, unless there are competing interests, such as complying with a subpoena, helping user agencies meet a deadline in filing a case or reviewing an incident, or complaints against a dispatcher
- Notifies requesting party by telephone, or through the GovQA website, if possible, that the requested materials are ready; notifies requesting party of any applicable charges
- Notifies requesting party through the GovQA website or in writing, along with the applicable RCW, if release authorization is denied
- Authenticates CAD for customers for court \
- Appears in Court with call documentation, and other copies of records as required, to testify as to the source of the material and the chain of custody
- Researches subpoena information when requested to appear in court. Contacts the subpoena signer if there is any additional information needed and to confirm the date/time and location of court appearance.
- Regularly checks the recording systems to insure that the systems are running or are in the ready mode; stays alert to pre-failure warning alarm While listening to audio in Equature daily, and noticing any missing audio then info is entered into the CRESA Help Desk.
- Contact and logs issues with Equature with the CRESA Tech Help Desk if problems occur
- Advises the Division Manager and the shift supervisors of the problems and when Equature will complete the repairs
- Performs the research of sending out Citizen Surveys that are prepared through FirstWatch and compiling reports to be reviewed by management.
- Provides backup for the front desk as assigned and performs other administrative services support team duties as required and needed to include answering the phones, admitting people in doors, sorting mail and workroom supplies and equipment.
- Performs other related tasks and duties as assigned
Minimum Job Qualifications
Any equivalent combination of education and experience that provides the applicant with the knowledge, skills and ability required to successfully perform the job will be considered. A typical way to obtain the knowledge and abilities would be:
- An Associate's Degree in Business Administration or field with related emphasis
- Successful completion of college-level training or education in office work or data research practices and principles
- Two years of general office work experience at a level equivalent to the work of the classification. The following specific experience is highly desirable:
- Dataresearch, record custodian, or emergency services or public safety communications experience
- Intermediate skill level with computer programs and data entry to include MS Word and MS Excel
- Excellent interpersonal and communications skills
- Demonstrated strong customer service skills
- Must possess a valid driver license and have access to a motor vehicle (personal or agency) on an as needed daily basis.