Records Management Coordinator

Description Ever wondered what it's like to be at the forefront of upholding transparency and legal compliance? As the Public Records Manager, you'll dive into the intricate world of managing requests, collaborating with various departments, and ensuring the integrity of records in alignment with Washington State's Public Records Act.
Ready to embark on this vital journey? Yakima valley college is accepting positions for a Records Management Coordinator.
This is a full-time, in-person, exempt position which includes a full-state benefits package.
The Records Management Coordinator reports to the Chief Human Resource Officer.
Your responsibilities will encompass receiving, processing, and fulfilling requests while ensuring that legal procedures and timelines are followed.
You will exercise independent judgment in providing human resource policy and procedure guidance.
The position requires contact and collaboration with all areas of the college organization, as well as with Washington state educational and regulatory agencies, community college counterparts across the state, and the communities of the Yakima Valley.
You will manage redaction processes, maintain records, and liaise with the Assistant Attorney General (AAG).
Additionally, you will serve as the records retention officer, ensuring proper management and disposal of records in accordance with regulatory requirements.
Yakima Valley College is one of the oldest community colleges in the state of Washington.
Founded in 1928, the college has a long tradition of quality in teaching and in its commitment to students.
As a federally designated Hispanic Serving Institution (HSI), YVC embraces a culture of inclusiveness.
Our Mission Statement: As a federally designated Hispanic-serving Institution residing on the traditional homelands of the 14 Confederated Tribes and Bands of the Yakama Nation, Yakima Valley College cultivates equity and a culture of innovative and inclusive teaching and learning.
Yakima Valley College serves all students holistically, supports all students’ learning goals, and fosters achievement within career and educational pathways.
We strengthen our communities by providing opportunities for personal enrichment, economic mobility, and sociocultural engagement.
Essential Tasks POSITION RESPONSIBILITIES: Receive, review, and process public records requests in compliance with the State of Washington Public Records Act.
Coordinate with relevant departments to gather requested documents and information.
Determine legal procedures, deadlines, and exemptions applicable to each request.
Consolidate records and ensure timely responses within legal timeframes.
Identify and redact sensitive or confidential information from requested records.
Maintain accurate redaction logs to track actions taken and justifications for redactions.
Ensure compliance with privacy laws and regulations, protecting individuals' sensitive information.
Oversee the organization's records management program, ensuring compliance with regulatory requirements.
Develop and implement policies, procedures, and retention schedules for managing records effectively.
Coordinate training sessions to educate staff on best practices and compliance obligations for records management.
Regularly collaborate with the Assistant Attorney General (AAG) on legal matters related to public records requests.
Provide assistance and guidance to departments on legal requirements and procedures for handling public records requests.
Serve as a point of contact for legal inquiries and ensure accurate interpretation and application of relevant laws and regulations.
Act as the organization's records retention officer, overseeing the proper retention and disposal of records.
Collaborate with Technology Services on matters related to electronic records.
Ensure Accuracy and completeness of data retrieved, maintaining proper documentation of research findings.
May be responsible for supervising staff members as needed.
Serves as confidential administrative assistant to the Chief Human Resources Officer by providing coordination of office operations, as well as a wide variety of administrative duties.
Provides confidential administrative and clerical support to the Chief Human Resource Officer.
Gathers, analyzes, and prepares reports containing complex data pertaining to employment status, including but not limited to Affirmative Action, Management Information Systems (MIS), appropriate qualifications and other reporting.
Compiles, reviews, and organizes exhibits evidence and other information for grievance, administrative and other hearings as appropriate.
Other duties as assigned.
Qualifications MINIMUM QUALIFICIATIONS: Associate degree in Business Administration, office management, records management, paralegal, or a closely related field from an accredited college or University OR two (2) years of· experience in records management or regulations OR a comparable combination of education and experience.
PREFERRED QUALIFICATIONS: Bachelor's degree in Business Administration or related field from an accredited college or university Experience in higher education.
Experience working with public records, insurance, and contracts.
Prior working knowledge of Washington State public records laws including RCW 42.
56 Public Records Act and RCW 40.
14 Preservation and Destruction of Public Records, civil litigation discovery requirements, and Family Educational Rights and Privacy Act (FERPA).
Four (4) or more years of experience working with public records requests or discovery under the federal or state rules of civil procedure.
ABILITY TO: Prioritize confidentiality, ensuring the protection of sensitive information and maintaining privacy with the utmost integrity.
Demonstrate excellent communication skills, including verbal, written, and active listening.
Anticipate and mitigate the risk associated with public records and use of judgment in effective problem-solving.
Work independently and manage time effectively.
Manage multiple competing priorities and work under pressure in high-stress situations.
Commitment to diversity, equity, and inclusion, demonstrating the ability to foster an inclusive work environment.
KNOWLEDGE OF: Relevant laws, regulations, and best practices governing records management and public records requests.
Technological skills to coordinate, redact and preserve metadata.
Supplemental Information Application Instructions: To apply for this position, you MUST submit a complete YVC Online Employment Application, and include the following REQUIRED attachments: A cover letter describing how you meet the qualifications of this position (a generic cover letter will not be accepted) A current resume (a resume will not substitute for the "work experience" section of the online application) Three (3) professional references (personal references do not count as professional) Unofficial transcripts for confirmation of degree (if minimum qualifications require a degree).
The successful candidate will be required to submit official transcripts at time of hire.
Certifications/Credentials as required for fulfillment of the minimum qualifications.
Please note: Failure to follow the above application instructions will lead to disqualification.
Please do not include any attachments other than the ones requested above.
E-mailed documents will not be accepted after the closing of the recruitment or in lieu of attaching your documents to the online application.
Employment Information: Those applicants invited to interview may be required to complete a skills test.
Candidates may be subject to a Criminal History Background Check as a condition for consideration of employment.
"In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.
" Yakima Valley College does not discriminate against any person on the basis of race, color, national origin, disability, sex, genetic information, or age in admission, treatment, or participation in its programs, services and activities, or in employment.
All inquiries regarding compliance should be directed to the Director of Human Resource Services, YVC, South 16th Ave.
& Nob Hill Blvd.
, Yakima, WA 98902; or call 509.
574.
4670.
Equal Opportunity - Yakima Valley College (yvcc.
edu) Yakima Valley College's Annual Safety and Fire Report is available online at https://www.
yvcc.
edu/services/safety-security, containing mandated information about current campus policies concerning safety and security issues, required statistics, and other related.
information for the past three calendar years.
To obtain a paper copy of the report, please call 509.
574.
4610.
Applicants with disabilities who require assistance with the recruitment process will be accommodated to the extent reasonably possible.
All positions are subject to funding.
Yakima Valley College offers a selection of health and retirement plans allowing you to take advantage of the plans that work for you.
We also offer paid leave, development and career opportunities, and other compensation benefits.
Benefit packages are a key component of our Total Compensation Model.
Insurance BenefitsYakima Valley College offers medical (including vision), and dental.
There are several medical plans with affordable monthly premiums that offer coverage throughout the state.
Employees are also covered by basic life and long term disability insurance, with the option to purchase additional coverage amounts.
To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website.
Retirement and Deferred CompensationState Employees can elect to become members of the Washington Public Employees' Retirement System (PERS).
New employees have the option of two employer contributed retirement programs.
For additional information, check out the Department of Retirement Systems' web site.
Employees can elect to participate in the Washington State Board Retirement Plan instead, check out www.
tiaa-cref.
org for more information.
Employees also have the ability to participate in the Deferred Compensation Program (DCP), a supplemental retirement savings program that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.
Please refer to the Washington State Board for more detailed information.
Paid Leave and Other IncentivesIn addition to the benefits above, full time adiministrative employees accrue up to 24 days of vacation, 12 sick days, and 2 personal days each year.
Full time employees are also able to take advantage of waived tuition, scholarships and other professional development opportunities.
Contact our Human Resources team with any additional questions you may.