RECORDS MANAGEMENT SUPERVISOR

at  Thurston County

THIS IS A PROJECT POSITION WITH AN ANTICIPATED END DATE OF 12/31/2025.

The Thurston County Auditor’s Office is seeking a candidate for a Records Management Supervisor to supervise staff, temporary and extra help employees, and oversee work of staff across divisions of the Auditor’s Office with a special project focus on public records and records management. Qualified candidates will provide a full range of administrative and technical support, including assistance with budget preparation, elections accounts receivable, and maintaining Election Division accounting records.

Essential functions may include, but are not limited to, the following:

• Organizing the office-wide records management operations. Plans, organizes, and supervises the work of assigned staff and develops work performance measurements and standards.
• Conducts performance review and makes recommendations regarding personnel issues, such as hiring, disciplinary actions, and terminations. Schedules and approves leave requests. Works with higher-level manager and Human Resources to address employee and labor relations issues and concerns. Assists in planning and program development, including planning staff needs, training, prioritizing work, and scheduling. Redesigns procedures and forms and makes policy recommendations where appropriate
• Works with staff to streamline processes for increased efficiency, utilizing new methods of accomplishing assignments and implementing deadlines. Educates and trains as necessary.
• Drafts and recommends procedural changes within area of responsibility and participates in the development and implementation of division and office-wide policies and procedures.
• Provides information to organizations and staff regarding records management practices, compliance with governmental regulations/mandates and assists with records analyses and inventories.
• Researches government retention schedules, reviews applicable WACs and RCWs and identifies appropriate records retention schedules as established by County procedures and legal requirements.
• Oversees the completion and maintenance of logs, indexes and other tracking of records. Assists divisions in conducting record’s inventories, identifying and applying retention schedules, and complex special projects for historical records retention.
• Transfers historical records to the State Archives in compliance with legal guidelines and monitors County records stored on microfilm at the State Archives. Performs retrieval, delivery, pickup, filing, disposal and related records management services, and processes court ordered sealment or expungements of paper or microfilm records.
• Performs tasks related to in-house and vendor based microfilming services, including document preparation, filming, quality control, and creation of accurate tracking information.
• Processes a variety of forms, records, memos, reports and related documents. Enters and retrieves computer data and maintains a variety of inventory. Reviews time/costs associated with projects and creates reports for billing, budget and statistical analysis.
• Conducts and coordinates thorough searches of records. Creates queries, reviews records, prepares redactions and exemptions, and uploads responsive records into GovQA.
• Supervises and trouble shoots systems.(county voter registration system, statewide voter registration system, tabulation system)
• Initiates and develops computerization; providing direction on personal computer programming needs. Assists in the design, development, and accuracy of website.
• Oversees the Statewide Voter Registration Database; prepares procedures, ensures accuracy and effective communication by collaborating with the vendor and the Office of Secretary of State.
• Invoices special taxing districts for pro-rated costs of election-related services provided by the Auditor’s Office. Processes election vouchers and maintains accurate accounting records of election expenses.
• Assists with the Request for Proposals (RFP) process including purchasing.
• Assists in grant tracking and knowledge of proper use of grants.

• Prepares or assists in the preparation of training manuals, charts, and visual aids; verifies accuracy and logic of technical information; and updates requirements when changes in laws occur.Provides information and assistance to the media, elected officials, other agencies, and the general public by phone, correspondence, or in person. Assist staff with citizen inquiries as necessary.

WHO WE ARE:

The Auditor’s Office is hardworking and motivated to excel in providing the highest quality customer service, effectively communicate, demonstrate stellar teamwork, and maintain high standards of integrity in everything we do.
Thurston County values the diversity of the people it hires and serves. Inclusion to us means fostering a workplace in which individual differences are recognized, appreciated, and responded to in ways that fully develop and utilize each person’s talents and strengths. We are dedicated to recruiting and developing a talented workforce from various cultures, lifestyles, backgrounds, and perspectives who are committed to our vision and core values.

HAT WE OFFER OUR EMPLOYEES:

• Work-Life Balance: We are committed to ensure that our staff experience the reward of public service, while also sustaining a routine that suits each individuals’ lifestyle.
• Plan For Your Future: As a member of our team, you will enjoy great employee benefits, including a retirement plan, pre-tax savings accounts, as well as comprehensive health care and dental/vision care for you and your family.
• Paid Leave: Full-time regular employees earn paid vacation in addition to paid holidays .
• Robust Training Program: Employees are encouraged to attend County paid training to help them further their career, learn new skill sets, and stay on top of emerging trends in our industry. We also encourage our staff to participate in professional organizations and attend conferences.
• Flexible Work Schedules: Some of the options that employees may take advantage of include alternative or compressed schedules and/or remote working.
• Deferred Compensation: The County offers 3 voluntary deferred compensation plans for employees who would like to set aside additional deferred tax dollars into a retirement savings plan.
• Flexible Spending Account (FSA ) : Employees can take advantage of Section 125 flexible spending accounts for out-of-pocket health care and daycare expenses with pre-tax dollars.
• Public Service Loan Forgiveness: This is a federal program which allows full-time public service employees who have made qualifying payments for certain loans, to get their student loans repaid. Public Service Loan Forgiveness Program
  Why you’ll love it here: Thurston County is located between Seattle and Portland in Western Washington’s South Puget Sound Region. Perched in between the mountains and the ocean, the area boasts the perfect blend of year-round outdoor activities including boating, hiking, skiing, and more. The region is also home to the state capitol city of Olympia, known for its many restaurants, microbreweries, coffee shops, farmer’s markets, kids’ activities, history, and art events. Discover more about life in Thurston County at Experienceolympia.com.
  Message to potential applicants: We understand that some potential applicants are less likely to apply for jobs unless they believe they meet every one of the functions or skills listed in a job description. We are most interested in finding the best candidate for the job, and we understand that may be someone who will learn some of these skills on the job. If you are interested in this position, and meet the minimum qualifications, we encourage you to go ahead and apply! Feel free to think about how you will bring your own set of skills to the role and tell us about the potential that you hold.

QUALIFICATIONS:

• Two years of college or vocational training in public administration or political science, including accounting and/or business administration. Additional experience may be substituted for education on a year for year basis.
• Three years of office experience with extensive public contact and budgetary/expense experience.
• Must be willing to work overtime to assist in the preparation and coordination of elections.
• Knowledge of the political system, State and County statutes/ordinances, precincts, election laws, and election procedures.
• Ability to communicate effectively, both orally and in writing.
• Ability to utilize a personal computer and related software packages to perform related tasks.
• Election Certification (may be obtained through the Office of the Secretary of State within two years of the date of hire).A current Washington State driver’s license.

DESIRED SKILLS:

• Strong communication skills, critical thinking, problem-solving abilities, teamwork, accuracy, and strong work ethic.
• Election Certification
• Knowledge of the political system, State and County statutes/ordinances, precincts, election laws, and election procedures.Certified Records Manager (CRM) or similar industry recognized credential is highly desired.

THURSTON COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER

Thurston County is committed to provide equal opportunity to all persons seeking or having access to its employment, services and activities, which is free from restriction based on race, sex, marital status, color, creed or religion, national origin, age, sexual orientation, including gender expression or identity, pregnancy, status as an honorably discharged veteran or military status, genetic information, or the presence of any sensory, mental or physical disability, unless based upon bona fide occupational qualifications. Applicants with disabilities who need accommodation with the application or selection process should contact Thurston County’s Human Resources, at (360) 786-5498. Those who are deaf, deaf-blind, hard of hearing or speech impaired may use the statewide relay system to reach Thurston County offices and departments to conduct their business telephonically. Relay users can simply dial 7-1-1 (or 1-800-833-6388) to connect with Washington Relay

• Organizing the office-wide records management operations. Plans, organizes, and supervises the work of assigned staff and develops work performance measurements and standards.
• Conducts performance review and makes recommendations regarding personnel issues, such as hiring, disciplinary actions, and terminations. Schedules and approves leave requests. Works with higher-level manager and Human Resources to address employee and labor relations issues and concerns. Assists in planning and program development, including planning staff needs, training, prioritizing work, and scheduling. Redesigns procedures and forms and makes policy recommendations where appropriate
• Works with staff to streamline processes for increased efficiency, utilizing new methods of accomplishing assignments and implementing deadlines. Educates and trains as necessary.
• Drafts and recommends procedural changes within area of responsibility and participates in the development and implementation of division and office-wide policies and procedures.
• Provides information to organizations and staff regarding records management practices, compliance with governmental regulations/mandates and assists with records analyses and inventories.
• Researches government retention schedules, reviews applicable WACs and RCWs and identifies appropriate records retention schedules as established by County procedures and legal requirements.
• Oversees the completion and maintenance of logs, indexes and other tracking of records. Assists divisions in conducting record’s inventories, identifying and applying retention schedules, and complex special projects for historical records retention.
• Transfers historical records to the State Archives in compliance with legal guidelines and monitors County records stored on microfilm at the State Archives. Performs retrieval, delivery, pickup, filing, disposal and related records management services, and processes court ordered sealment or expungements of paper or microfilm records.
• Performs tasks related to in-house and vendor based microfilming services, including document preparation, filming, quality control, and creation of accurate tracking information.
• Processes a variety of forms, records, memos, reports and related documents. Enters and retrieves computer data and maintains a variety of inventory. Reviews time/costs associated with projects and creates reports for billing, budget and statistical analysis.
• Conducts and coordinates thorough searches of records. Creates queries, reviews records, prepares redactions and exemptions, and uploads responsive records into GovQA.
• Supervises and trouble shoots systems.(county voter registration system, statewide voter registration system, tabulation system)
• Initiates and develops computerization; providing direction on personal computer programming needs. Assists in the design, development, and accuracy of website.
• Oversees the Statewide Voter Registration Database; prepares procedures, ensures accuracy and effective communication by collaborating with the vendor and the Office of Secretary of State.
• Invoices special taxing districts for pro-rated costs of election-related services provided by the Auditor’s Office. Processes election vouchers and maintains accurate accounting records of election expenses.
• Assists with the Request for Proposals (RFP) process including purchasing.
• Assists in grant tracking and knowledge of proper use of grants.
• Prepares or assists in the preparation of training manuals, charts, and visual aids; verifies accuracy and logic of technical information; and updates requirements when changes in laws occur.Provides information and assistance to the media, elected officials, other agencies, and the general public by phone, correspondence, or in person. Assist staff with citizen inquiries as necessary