Information Governance Records Specialist I - III (Depending on Experience) at Grant County Public Utility District

, Washington, United States -

Full Time

Start Date

Immediate

Expiry Date

20 Aug, 26

Salary

131580.8

Posted On

22 May, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Records Management, Public Records Act Compliance, Information Governance, Data Redaction, Retention Scheduling, Archiving, Project Management, Data Governance, Data Security, Document Imaging Systems, Customer Service, Interpersonal Communication, Time Management, Legal Discovery Support, Training and Coaching, Compliance Auditing

Industry

Government Administration

Description

Closing Date: June 4th, 2026 @ 5 pm PST IG Records Specialist I: $31.12 to $47.93 hourly IG Records Specialist II: $72,737.60 to $112,028.80 annually IG Records Specialist III: $81,723.20 - $131,580.80 annually Typically, selected candidates are hired at a salary rate between the minimum and midpoint of the range. Benefits: This link below will provide you with Grant PUD’s benefit that may be available if hired, different employee types are eligible for different benefits. Grant PUD — Unified Insurance Program (uip-wa.org) [https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.uip-wa.org%2Fgrant-pud&data=05%7C01%7Csslack%40gcpud.org%7Ca173825d77134735d41508daf2567334%7C023cc3f109884757846f493f0d084a7d%7C0%7C0%7C638088750379040195%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=eM53abGi2m31efctL16tdB%2Fhbx5CYkmu0%2B8agprm6Ws%3D&reserved=0] Grant County PUD will conduct a background check after a contingent offer of employment has been made, if selected for this position. First review of applications will occur on May 28th, 2026; however, applications received after this date may be considered if needed. Applicants meeting minimum qualifications may undergo further evaluation based on preferred qualifications and other job-related criteria. Only the most qualified candidates will be referred for further consideration. Position Summary This position serves the public seeking access to Grant PUD’s public records. Responsible for delivering accurate, efficient, and timely records, responses, and information. Ensures documents provided to the public are free of sensitive information. Knowledge of records management, compliance, best practices, and legal issues pertaining to the retention, archival, scanning and destruction of Grant PUD’s information assets. Depending on qualifications and experience, incumbents may: * IG Records Specialist I: Perform public records request duties with direction, completing routine and nonroutine requests. * IG Records Specialist II: Serves as primary contact for public records request under general supervision, maintains public record tracking mechanism, provides and protects records, implements retention schedules. * IG Records Specialist III: Serves as primary Records Officer, and primary Project Manager under minimal supervision, overseeing scope, budget and deadlines. Develops and implements records programs, training and coaching. Essential Functions Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following: IG Records Specialist I: * Processes public records requests from internal and external requesters in accordance with state laws and Grant PUD policies, including requests from law enforcement, in a discreet and expeditious manner. * Ensures documents provided to the public have sensitive information removed or redacted in accordance with state and federal requirements and Grant PUD policies. * Fulfils the roles and responsibilities of the Records Officer (Public Records) for Grant PUD as needed. * Provides support to Grant PUD’s general counsel with discovery, litigation, and potential litigation by using the same systems and processes used to respond to public record requests. * Ensure document retention requirements are adhered to for Grant PUD records. * Evaluates physical records for storage or destruction in accordance with state regulations. * Maintains and updates the request for public record tracking mechanism to safeguard the documentation of timelines, records provided, and communication between Grant PUD and requester. * Helps the District’s records owners remain compliant with the Public Records Act, meet our mandates, and policies for records management and retention. * Implements retention schedules in accordance with regulations and best risk management practices. * Protects, archives, and provides access to Grant PUD historical records. * Provides information governance training and support for all District staff. * Works with Grant PUD staff and outside vendors to complete scanning projects, including but not limited to microfilm, maps, drawings, and timesheets. * Evaluates industry best practices and industry updates to ensure the latest records management laws, trends, and methods are implemented. * Implement training and support in records management best practices, policies, and procedures. * Respond to records questions from departments and employees regarding retention and storage, destruction, archival, search, research, and related issues in support of an effective records management program. IG Records Specialist II: * Processes public records requests from internal and external requesters in accordance with state laws and Grant PUD policies, including requests from law enforcement, in a discreet and expeditious manner. * Ensures documents provided to the public have sensitive information removed or redacted in accordance with state and federal requirements and Grant PUD policies. * Fulfils the roles and responsibilities of the Records Officer (Public Records) for Grant PUD as needed. * Provides support to Grant PUD’s general counsel with discovery, litigation, and potential litigation by using the same systems and processes used to respond to public record requests. * Ensure document retention requirements are adhered to for Grant PUD records. * Evaluates physical records for storage or destruction in accordance with state regulations. * Maintains and updates the request for public record tracking mechanism to safeguard the documentation of timelines, records provided, and communication between Grant PUD and requester. * Helps the District’s records owners remain compliant with the Public Records Act, meet our mandates, and policies for records management and retention. * Implements retention schedules in accordance with regulations and best risk management practices. * Protects, archives, and provides access to Grant PUD historical records. * Provides information governance training and support for all District staff. * Works with Grant PUD staff and outside vendors to complete scanning projects, including but not limited to microfilm, maps, drawings, and timesheets. * Evaluates industry best practices and industry updates to ensure the latest records management laws, trends, and methods are implemented. * Implement training and support in records management best practices, policies, and procedures. * Respond to records questions from departments and employees regarding retention and storage, destruction, archival, search, research, and related issues in support of an effective records management program. IG Records Specialist III: * Processes public records requests from internal and external requesters in accordance with state laws and Grant PUD policies, including requests from law enforcement, in a discreet and expeditious manner. * Ensures documents provided to the public have sensitive information removed or redacted in accordance with state and federal requirements and Grant PUD policies. * Fulfils the roles and responsibilities of the primary Records Officer (Public Records) for Grant PUD. * Provides support to Grant PUD’s general counsel with discovery, litigation, and potential litigation by using the same systems and processes used to respond to public record requests. * Ensures document retention requirements are adhered to for Grant PUD records. * Evaluates physical records for storage or destruction in accordance with state regulations. * Maintains and updates the request for public record tracking mechanism to safeguard the documentation of timelines, records provided, and communication between Grant PUD and requester. * Develops an essential records program (classified by the State), which includes identifying record types, storage locations, and protection methods. * Serves as the primary Project Manager for the records department and oversees project scope, budget, and deadlines. Communicates and coordinates support within the department and with other employees to implement projects, perform research and analysis, update project list, and develop reports and tracking measures. * Helps the District’s records owners remain compliant with the Public Records Act, meet our mandates, policies for records management and retention, and perform required policy management documentation. * Research and implement retention schedules in accordance with regulations and best risk management practices. * Protecting, archiving, and providing access to Grant PUD historical records. * Provides information governance training and support for all District staff. * Works with Grant PUD staff and outside vendors to complete scanning projects, including but not limited to microfilm, maps, drawings, and timesheets. * Facilitates and speaks at records coordinator meetings, and creates topics based on industry best practices and industry updates to educate coordinators on latest records management laws, trends, and methods. * Evaluates industry best practices and industry updates to ensure the latest records management laws, trends, and methods are implemented. * Develop and implement training and support in records management best practices, policies, and procedures. * Coaches department records coordinators and other employees on records program with clarity and efficiency. * Respond to records questions from departments and employees regarding retention and storage, destruction, archival, search, research, and related issues in support of an effective records management program. General (Applies to All Levels): * Demonstrated commitment to Grant PUD’s mission, vision, values, and strategic plan the Code of Excellence. The incumbent should be familiar with these organizational priorities and behave in a way that aligns with these expectations. * Understand and adhere to compliance requirements for this position that may include laws, regulations, security guidelines, Grant PUD policies & procedures. * In this position, if needed to operate a GPUD vehicle for business purposes, please refer to the Vehicle/Asset Usage Policy, IS-TA-POL-001. * Actively participate in all aspects of our safety program, including but not limited to: * Following all safety policies and procedures; * Alerting supervisors and coworkers to unsafe or hazardous working conditions; * Reporting any safety incidents or close calls within 24 hours to your supervisor; and * Accepting feedback from supervisors and coworkers regarding your own safety performance. Required Qualifications: (Education and Experience, License, and/or Certification) IG Records Specialist I: * Bachelor’s degree in Archival Science, Legal or Compliance field, Business Information Systems, Business Administration, or related field. OR 2 years of records management, compliance, legal, or related records management experience. IG Records Specialist II: * Bachelor’s degree in Archival Science, Legal, or Compliance field, Business Information Systems, Business Administration, or related field, OR 2 additional years of records management, compliance, legal, or related records management experience in lieu of degree * 3 years of records management, compliance, legal, or related records management experience. IG Records Specialist III: * Bachelor’s degree in Archival Science, Legal, or Compliance field, Business Information Systems, Business Administration, or related field, OR 2 additional years of records management, compliance, legal, or related records management experience in lieu of degree * 6 years of records management, compliance, legal, or related records management experience. Preferred Qualifications: (Education and Experience, License, and/or Certification) IG Records Specialist I: * Experience working at a Public Utility District or Government entity. * Experience in records and information management field, and experience working in compliance with the Public Records Act preferred. * Experience with data governance, data security, and file search software. IG Records Specialist II: * Experience working at a Public Utility District or Government entity. * Experience in records and information management field and working in compliance with the Public Records Act preferred * Experience with data governance, data security, and file search software. * WAPRO Certified Public Records Officer Knowledge of Grant PUD’s computer environment and policies; Federal and State rules and guidelines related to public records; file and records management; retention schedules; general knowledge of personal computer hardware and operating systems. * Skills in operating a personal computer and general office equipment; customer service and care; time management; the use of spreadsheets and document imaging systems; organization; interpersonal skills including clear and concise communication, both in writing and verbally. IG Records Specialist III: * Experience working at a Public Utility District or Government entity. * Experience in records and information management field and working in compliance with the Public Records Act preferred. * Experience with data governance, data security, and file search software. Experience writing or developing departmental processes and procedures. * WAPRO Certified Public Records Office. Other Knowledge, Skills, and Abilities * Knowledge of Grant PUD’s computer environment and policies; Federal and State rules and guidelines related to public records; file and records management; retention schedules; general knowledge of personal computer hardware and operating systems. * Skills in operating a personal computer and general office equipment; customer service and care; time management; the use of spreadsheets and document imaging systems; organization; interpersonal skills including clear and concise communication, both in writing and verbally. Physical Requirements * Position may be eligible for hybrid work arrangement: ☒Yes ☐No * Majority of work is performed in a standard office setting. * Will perform work onsite at the locations of the assigned Business Units * Typical shift of employees in this position: ☒8 hours ☒9 hours ☐10 hours ☐12 hours *For a full list of requirements, the applicant/incumbent should refer to the Physical Capacity Evaluation (PCE). The statements contained herein reflect general details as necessary to describe the principal functions for this job, 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.

Responsibilities

Manage public records requests and ensure the accurate, timely delivery of information while protecting sensitive data. Oversee the lifecycle of information assets, including retention, archival, and destruction in compliance with state laws.