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Public Records Coordinator

Job Id: 
Police Department
$4,604 - $5,818/month
Job Description: 

EMPLOYMENT STATUS:  Regular, Full-Time                               

SALARY RANGE: $4,604 – $5,818/month      

OPENS: July 5, 2019                                                                                                                                                                                     

CLOSES:  August 2, 2019 at 5:00 p.m.



Under the direction of the Civilian Operations Manager, perform technical clerical and administrative duties related to public records in the Police Department.  Analyze, process, and respond to public records requests submitted to the department in compliance with state law, Model Rules published by the State Attorney General, and the policies and procedures established by the department and the City.  The Public Records Coordinator will review public records requests, communicate with requestors to clarify or more closely tailor requests, collaborate with other departments on assembling responsive records, analyze which records may be released or exempted from disclosure under the Public Records Act, and consult with the City Attorney’s Office regarding exemptions. The Public Records Coordinator will oversee and implement a Department-wide Records Retention program.  As time allows, perform other general office duties in support of the Police Department as assigned.


The incumbent in this position will create and nurture a community-oriented public safety department as envisioned by the City Council and set forth in the department vision and values statement; a department which inspires a sense of confidence and security in the citizens of Federal Way through professionalism, citizen involvement, and creative approaches to public safety; a department which is distinguished as a caring, competent, firm, fair and accessible organization that actively seeks opportunities to help citizens; a department which is a part of, rather that apart from, the community, fostering an effective citizen-police partnership to insure a safe and secure city.



Provide a full range of professional records and police information services; respond to public records requests; adhere to strict legal standards related to confidentiality and public records. Coordinate timely and appropriate responses to public records requests, including those of a sensitive nature which may involve legal liability, received by the Police Department.  Communicate with requestors in order to provide the fullest assistance to and most timely possible action on public records requests, including clarifying and prioritizing elements of the requests, negotiating reasonable timeframes for response, and memorializing the communications in writing.  Prepare response letters; schedule appointments for review of records; oversee review of records; and respond to questions related to the public records policy and procedures including the appeal process and closure of requests. Provide preliminary research on location of responsive records, and collaborate with other departments on production of records and information responsive to requests.  Direct the timeframes for responses.  Coordinate assembly of multi-departmental responses.  Review collected records to ensure they are responsive and complete according to the request submitted and make determinations of release in accordance with state law, local regulations, department and City policy and procedures.  Conduct research and analysis to determine if collected records are exempt from disclosure, and coordinate with the City Attorney’s Office for reviews of records anticipated to be exempt.  Redact confidential information from responsive records. Provide technical expertise concerning records related documents, procedures and regulations.  Develop and implement procedures, guidelines, and controls for storage, retrieval, tracking, and filing of active and inactive records; ensure records are maintained and destroyed according to the Local Government Common Records Retention Schedule.  Review email archives for email communication responsive to requests.  Maintain public records request tracking system, documentation, and statistics to substantiate compliance with department and City policy, Public Records Act requirements, and State Attorney General’s Office best practices.  Monitor timeliness of review and response to public records requests to assure compliance with all requirements of the Public Records Act. 

Assist the City Attorney’s Office in establishing/maintaining legal holds and collecting records in all media in response to litigation discovery requests.  Maintain knowledge of changes in case law and legislation regarding records management and public records requests; update staff in response to changes. Provide regular and ongoing consultation, training, and directions to the Police Department on the requirements of the Public Records Act, record retention policies, and related City policies.  Maintain membership in Washington Association of Public Records Officers (WAPRO) and attend annual WAPRO training.  Develop and maintain a variety of performance measures documenting volumes and complexity of requests and work effort required to comply with state law, policies and procedures. Provide routine updates on the status of requests and performance measures to the Civilian Operations Manager.  Report on public disclosure operations and documentation for the Police Department during performance audits of the Public Disclosure function conducted by the State Auditor’s Office.  Perform other clerical and public relations duties related to office support activities in the Police Department as assigned.  Perform related duties as assigned.



Law enforcement records, public disclosure laws, form and records management.  Recent legislation and court decisions affecting public disclosure and various types of Court         Orders.  Nature and content of a variety of documents processed by the Police Department.  Complex records/information environment involving application and interpretation of rules, regulations, and policies.  The organization and operations of the Police Department.  Departmental rules and regulations and City policies and procedures.  Laws, ordinances and policies related to law enforcement and Public Records Act.  Spelling, grammar, punctuation, and arithmetic.  Legal definitions and terminology of major crimes.  Research techniques and information compilation.  Advanced working knowledge of records management principles, methods, policies, and terminology.  Legal forms, documents and terminology.  Microsoft Office applications, including Word, Excel, and Access and electronic records/content management systems.



Use the Washington Crime Information Center and National Crime Information Center computer networks.  Read, interpret, apply and explain codes, rules, regulations, policies and procedures.  Analyze situations accurately and adopt an effective course of action.  Maintain strict confidentiality and exercise discretion and sound decision making when handling sensitive documents.  Balance competing demand of long-term projects and emergent needs.  Work well under pressure.  Analyze large volumes of complex information under strict legal deadlines.  Must be able to manage multiple public records requests simultaneously.  Conduct document and file searches in electronic and paper document filing systems.  Work with other staff to access records in electronic file formats from various storage systems.  Handle multiple and competing deadlines and priorities, organize and manage workload, and make decisions necessary to respond to information requests in an expeditious manner. Be detailed oriented and customer service focused.  Handle difficult customers.  Recognize potential danger and take appropriate action to ensure safety and security.  Process a wide variety of legal forms and documents in compliance with established procedures, mandated time lines.  Perform a wide variety of complex and responsible records-related and general office support clerical duties accurately and efficiently.  Take initiative and work independently with little direction as well as part of a team.  Complete work with many interruptions.  Communicate effectively both orally and in writing using tact, patience, and courtesy in frequent contact with law enforcement personnel and the general public, answer questions based on working knowledge of the activities of the office.  Maintain accurate records and develop meaningful reports from those records.  Develop and modify work procedures, methods and process to improve efficiency.  Read and compare words and figures carefully and accurately.



Work is performed primarily in an office environment under time sensitive deadlines which are constantly changing and sometimes under conditions of stress or pressure; typically sitting at a desk for long periods of time.  Employee may be exposed to noise from basic office equipment operation, or to hostile or abusive individuals.  Some lifting of light objects (less than 25 lbs) may be required.



Requires high school graduation or equivalent and college-level course work in records/information management, library science, business or related field plus three (3) years of increasingly responsible clerical experience, including one (1) year of experience coordinating or administering public disclosure activities or records management systems or a combination of education, training and practical experience which provides an equivalent background required to perform the essential functions of the position.  A certificate in record management and paralegal studies is highly desirable and previous experience working in a Law Enforcement environment and/or public sector preferred. 


LICENSES AND OTHER REQUIREMENTS:  Washington Crime Information Center certification in operation of the WACIC/NCIC Communications System, Level 2 must be obtained within six (6) months of employment.  Prior to employment requires submission to thorough employment reference and background investigation; submission to general medical evaluation, and drug screen; submission to FBI record check and polygraph examination.  Felony conviction disqualifies.


Please complete a required City of Federal Way application form, attach resume and cover letter to Civil Service Secretary/Chief Examiner.  Applications are available at City Hall, 33325 8th Avenue S., Federal Way, WA 98003, online at www.cityoffederalway.com, or by calling 253-835-2533.  For Veteran’s Scoring Criteria, please attach copy 4 of your DD214, if applicable.



Applications will be screened on various criteria as outlined in the education and experience.  The top 30 scores on the matrix will be invited to the written test to be held on Thursday, August 22 beginning at 2:00 pm in City Hall Council Chambers.  The test will take approximately 1.5 hours and you will be notified by e-mail.  If eligible to test, along with your invitation letter, you will receive the Police Department Pre-Screening Questionnaire and Personal History Statement.  These materials need to be completed and returned to Human Resources on or before Wednesday, August 28.  You must obtain a minimum score of 70% on the written examination in order to be placed on the eligibility register.



Your score from the screening matrix will be weighted at 30% and the written examination at 70%. The combined score, along with Veterans’ Scoring Criteria if applicable, will determine your final score and rank on the eligibility register.  Candidates that appear on the Civil Service Register may be invited to interview with Police Department Representatives on Wednesday, August 28.


The City of Federal way is an equal opportunity employer committed to a diverse workplace. Applicants may request a copy of the City’s EEOP Utilization Report by contacting Human Resources at 253-835-2531. Any person requiring ADA accommodation should advise the City of the need. For telecommunications relay service for voice and text telephones call 7-1-1 or 1-800-833-6388/TTY or 1-800-833-6384/voice.