Full-Time Records Management Coordinator
Job Description
Clark College is currently accepting applications for a full-time, administrative/exempt, equity-minded Records Management Coordinator responsible for responding to public records requests and for assisting in the coordination of the records management efforts for the college. This position will report to the Executive Vice President of Operations.
At Clark, we value equity, diversity and inclusion. We have not always gotten it right, but are committed to growing, learning, and supporting our employees. Our Office of Diversity, Equity, and Inclusion (ODEI) supports individuals with their academic, personal, and professional development, as well as provides training and educational resources for all members of the college community around diversity, inclusion, power, privilege, inequity, social equity, and social justice. The college offers further professional development for our employees through opportunities such as Employee Resource Groups, Social Justice Leadership Institute, Cross Institution Faculty of Color Mentorship program, Administrators of Color Leadership Program, and Faculty and Staff of Color Conference.
Clark College values diversity and is an Equal Opportunity Employer and Educator. Protected group members are strongly encouraged to apply. Clark College provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, genetic information, sex, sexual orientation, marital status, creed, religion, honorably discharged veteran or military status, citizenship, immigration status or use of a trained guide dog or service animal. Prohibited sex discrimination includes sexual harassment (unwelcome sexual conduct of various types). The college considers equal opportunity, affirmative action, and non-discrimination to be fundamental to the mission, vision and values of the college. All faculty and staff hired at Clark College are encouraged to embrace, continually support and enhance social equity on our campus and in our community. The college provides reasonable accommodations for qualified students, employees, and applicants with disabilities in accordance with the Americans with Disabilities Act and Federal Rehabilitation Act. The following person has been designated to handle inquiries regarding non-discrimination policies, Title II and Title IX, and Affirmative Action: Darcy Rourk, Interim Vice President of Human Resources, 360-992-2119, dr****@cl***.edu, 1933 Fort Vancouver Way, Baird 012, Vancouver, Washington 98663. Clark College is a smoke-free/drug free environment. This recruitment announcement does not reflect the entire job description and can be changed and or modified without notice.
Job Duties and Responsibilities
Coordinate responses to public records requests, including performing thorough searches to gather responsive records, identifying records that may be exempt or eligible for redaction, and producing correspondence as necessary to complete records requests.
Maintain tracking for public records requests to ensure that obligations are fulfilled within established deadlines.
Initiate and compose correspondence on behalf of the public records office.
Provide excellent customer service to public records requestors.
Assist the Executive Vice President of Operations in developing, coordinating and delivering training on a comprehensive records management and retention program in compliance with state law.
Assist the Executive Vice President of Operations in developing and coordinating ongoing marketing efforts to provide information and clarification of college records management program to faculty, staff, students, and the public, including maintenance of the related college webpages.
Serve as a resource for college personnel regarding records management.
Maintain tracking of record retention schedules for the college in compliance with state law, including destruction logs.
Review contracts and agreements using the college’s contract approval protocol. Provide ongoing training and communication to college employees to ensure compliance. Communicate with the Assistant Attorney General and other state agencies as necessary to ensure contracts and agreements comply with college policies and procedures, applicable state and federal law, and have been properly vetted for signature. Maintain accessible records documenting process for review and approval of each contract and agreement.
Assist the Executive Vice President of Operations with investigations into employee injuries and filing tort claims.
Assist the Executive Vice President of Operations with monitoring the college’s comprehensive insurance coverage. Oversee renewal and premium payment process. Provide insurance coverage information as requested by college departments and programs and by parties to college contracts and agreements.
Ensure areas of responsibility operate within the policies and procedures of the college and applicable governing agencies.
Establish and maintain effective working relationships with other staff in Administrative Services and throughout the college.
Serve as member of designated college committees, councils, and teams.
Perform other duties as assigned.
Minimum Qualifications
Associate degree in office management, records management, paralegal, or closely related field.
Three (3) years of experience in the areas of office management, records management, paralegal or closely related field.
Demonstrated ability to research, analyze, and interpret complex rules and laws and document conclusions.
Proficiency using software such as: Microsoft Office Suite, Adobe and Zoom.
Excellent planning and organizational skills.
Effective oral and written communication skills.
Excellent attention to detail.
Ability to work independently and manage time effectively.
Ability to maintain confidentiality.
Ability to establish and maintain effective and positive working relationships with diverse groups at all levels of the organization, as well as internal and external constituents, and the public.
Preferred Qualifications
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.
Experience developing, coordinating, and delivering training programs, either in person or online.
Salary Statement: $55,072 annually
Benefits include vacation/ sick leave; medical, dental, life and long-term disability insurance; retirement; and tuition waiver.
APPLICATION PROCESS
Required Online Application Materials:
Clark College Online Application
Letter of application describing background and experience related to qualifications and responsibilities of the position
Current résumé
Answers to the supplemental questions included with the online application
How to Apply
Please apply online at www.clark.edu/jobs To contact Clark College Human Resources, please call (360) 992-2105 or email hr@clark.edu Application Deadline: Required application materials must be completed and submitted online by 3 p.m., June 4, 2021. Condition of employment: Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position. Completion of academic degrees will also be verified through receipt of official transcripts.190 total views, 0 today