NOTE: This recruitment is for a Records Management Assistant II only.

The primary role of the Records Mgmt. Assistant I is to collect outgoing mail from each participating department and processes the mail for delivery through the U.S. Postal Service. This position also performs the function of courier for the Continental building, E-911, Information Technology Building, the Community Justice Center, and the Coroner. In addition, this position is responsible for receiving and preparing documents for imaging. Operates imaging equipment, reviews, and inspects images to ensure compliance with established quality standards. Maintains production logs, retrieves records as needed by various offices, assists with disposal of documents according to established procedures and assists with the storage of inactive records.

The Records Management Assistant II receives and prepares documents for imaging, operates imaging equipment, and reviews and inspects images to ensure compliance with established quality standards. Performs routine maintenance and cleaning of equipment, retrieves records as needed by various offices, assists with special projects, ensures disposal of documents according to established procedures and assists with the storage of inactive records. Logs boxes in for processing.

The Records Management Assistant III is responsible for the essential functions of the Records Management Assistant I/II when required, as well providing assistance for the Hearing Board and Board of Equalization processes. The position also provides support to the Public Records Request process, and basic accounts payable and payroll support when needed.

This is a Progression Promotion series in which a Records Management Assistant I may be promoted to Records Management Assistant II, and subsequently to a Records Management Assistant III, by recommendation of the Director, and meeting the education/experience requirements indicated in the Qualifications section below.

ESSENTIAL FUNCTIONS RECORDS MANAGEMENT ASSISTANT I:

• Collect, sort, and distribute outgoing/incoming County mail. Operates mail processing equipment.
• Ensure mail is prepared for delivery to the U.S. Postal Service or interoffice routes in a timely manner.
• Transport prepared mail to outgoing destination.
• Ensure that time sensitive mail is processed in a timely manner.
• Adhere to the defined departmental pick-up schedule.
• Responsible for pickup and delivery of interoffice mail for outlying departments.
• Provide secure transportation of deposits from outlying departments to the County Treasurer.
• Responsible for the tracking of specific postage accounts by accurately setting up accounts in the postage machine and running monthly reports on the usage.
• Retrieve and log material to be imaged.
• Maintain logs, usage records, and other documentation for assigned duties.
• Assign and log space location for inactive records.
• Prepare files for imaging according to established procedures.
• Image documents according to established procedures or required specifications for each application.
• Inspect images and make corrections when necessary.
• Prepare manual and computerized indexes.
• File according to established procedures.
• Retrieve and produce documents requested by various departments.
• Ensure authorized disposal of documents according to established procedures.

ESSENTIAL FUNCTIONS RECORDS MANAGEMENT ASSISTANT II:

• Essential functions of Records Management Assistant I
• Assist the Records Management Assistant III with set-up and clerking for hearings when needed.
• Review and process invoices sent to Records Management for approval and payment.
• Provide customer assistance to both internal and external customers, either in person, email or via phone, regarding record location and availability.
• Responsible for imaging standard and non-standard documents requiring operational equipment adjustments.
• Retrieves and logs material to be imaged.
• Assigns and logs location for inactive records.
• Manages the inactive records database providing annual departmental destruction lists and departmental inventories on request.
• Coordinates and witnesses the monthly shredding of obsolete records.
• Prepare files for imaging according to established procedures.
• Image and index documents according to established procedures or required specifications for each application.
• Inspects images making corrections when necessary.
• Processes inactive records transmittal forms.
• Files according to established procedures.
• Maintains imaging equipment and performs minor repairs.
• Maintains production logs.
• Retrieves and produces documents requested by various departments.
• Ensures authorized secure disposal of documents according to established procedures.
• Ensures the protection of records within departmental custody and control.

ESSENTIAL FUNCTIONS RECORDS MANAGEMENT ASSISTANT III:

• Essential functions of the Records Management Assistant I/II.
• Serve as a liaison and clerk for the Office of the Hearing Examiner and Board of Equalization under direction of the Records Manager.
• Assist in scheduling boards, hearing logistics, correspondence, and communication with the Board of Commissioners, public, and County staff.
• Train and mentor Records Management Assistant I / II employees (if applicable) to ensure operational consistency.
• Serve as a subject-matter expert for complex records issues, appeals, and compliance audits.
• Post hearing materials and updates to the County website.
• Prepare legal notices, press releases, and internal/external communications.
• Attend and act as clerk at public hearings, ensuring records are complete and properly archived.
• Assist logging, tracking, and processing public records requests in coordination with the Public Records Officer. Maintain complete documentation of PDR processing.
• Review and redact records using proper exemptions under the WA Public Records Act.
• Prepare response letters and exemption logs.
• Maintain public records statistics, request files, and compliance documentation.
• Assist with budgets and purchasing for assigned hearing boards.
• Process accounts payable vouchers and payroll documentation.
• Track contracts, monitor inventory, and maintain department records.
• Provide departments with training and guidance on records management policies and retention schedules.
• Provide customer service in person, by phone, and via email regarding records and hearing processes.

SUPERVISORY:

None.

OTHER JOB FUNCTIONS:

May be tasked with performing related duties. Related duties as required are duties that may not be specifically listed in the position description but are within the general occupational series and responsibility level typically associated with the employee’s classification of work.

Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical path to obtain the required qualifications would be:

Records Assistant I Qualifications:

• High school diploma or G.E.D. required.
• 1 year experience performing duties such as record/file management, office assistant, and/or mail handling or equivalent experience.

• Associate’s degree with coursework in paralegal studies, records management, public administration, business, or a related field preferred.
• Minimum of 2 years experience performing duties as a Records Management Assistant I or 3 years of equivalent experience.

• Associate’s degree with coursework in paralegal studies, records management, public administration, business, or a related field preferred.
• Minimum of 4 years of related experience performing duties as a Records Management Assistant II or 5 years of equivalent experience.

• Various record series maintained by Skagit County.
• County software/hardware
• Establishment and maintenance of filing and information retrieval systems
• Basic filing and financial recordkeeping systems
• Basic accounting practices

• Communicate orally and in writing.
• Diagnose and correct minor equipment problems.
• Lift up to 40 pounds to waist height.
• Maintain confidentiality oath.
• Pass a background check
• Use imaging equipment and software.
• Ability to type 40 wpm
• Pay close attention to detail and be task oriented.
• Read and write English at a level for appropriate job performance
• Work independently and follow instructions
• Establish and maintain effective working relationships

ADDITIONAL INFORMATION:

Skagit County, as an equal employment opportunity employer, encourages applicants from diverse backgrounds to apply.

It is the policy of Skagit County to follow all federal and state laws to ensure non-discrimination in its employment practices.

The statements contained herein reflect general details as necessary to describe the essential functions of this position, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the workload. Changes to the position description may be made at the discretion of the employer.