Associate Director of Records Job Listing at Clark College in Vancouver, WA (Job ID 4489921)

Description

Description

Clark College is currently accepting applications for a full-time, 12-month, administrative/exempt, equity-minded Associate Director of Records in the Human Resources department. This position reports to the Vice President Human Resources.  The Associate Director of Records serves as the College's Public Records Officer and is responsible for responding to public records requests and directs other records management effort for the college.  The Associate Director of Records ensures that the college is accountable to the public when requesting disclosure of public records.  This position is responsible for overseeing the agency's compliance with the Public Records Act (PRA) pursuant to the Revised Code of Washington and the Washington Administrative Code.  The responsibility of the Associate Director of Records is to manage the public records through adherence to the retention schedule and to provide guidance, training, and education to employees for proper retention and destruction practices.
 
At Clark, we value equity, diversity, and inclusion. We are committed to growing, learning, and supporting our employees.

Position Responsibilities

JOB DUTIES AND RESPONSIBILITIES:

• Respond to all document requests, including those from the College's labor unions and document requests related to litigation.
• Issue litigation holds for the College. Communicate with the State Attorney General's Office, regarding litigation holds and record collection. 
• Conduct records searches related to investigations and legal claims.
• Accurately apply redactions, seeking assistance, guidance, or legal interpretation where necessary for clarification, pursuant to RCW 42.56.
• Utilize recorded data to file mandatory state reporting, to include annual Joint Legislative Audit & Review Committee  (JLARC) Report.
• Communicate with supervisor, the Assistant Attorney General and other state agencies as necessary to ensure compliance with college policies and procedures, and applicable state and federal law.
• Accurately analyze, comprehend, and respond to public records requests in a timely manner.
• Manage manual and electronic records retention systems and programs.
• Retain and dispose of records according to the records retention schedule.
• Be knowledgeable of records processes utilized in Washington state higher educational operations, such as organizational structures, administrative/governance structures, fiscal and academic cycles, and budgeting.
• Maintain expert knowledge of RCW 40.14 - Preservation and Destruction of Public Records.
• Develop and coordinate ongoing internal 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 centralized resource to facilitate college-wide compliance with the Public Records Act (PRA) and litigation discovery.
• Serve as one of the agency's M-365 experts, keeping up to date on all issues, changes, updates, and requirements statewide. Address questions from other program staff and management on M-365 searches.
• May direct or supervise other employees in the fulfillment of its duties.
• Perform related duties as assigned.

Qualifications

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. 
• Expert in using software such as: Microsoft Office Suite, Adobe and Zoom.
• Ability to work well with people of all ages from academically, culturally, and socioeconomically diverse backgrounds.

Supplemental Information

WHAT WE OFFER:

• A healthy work/life balance for our employees with the opportunity for flexible work schedules and remote work depending on position and college needs.  
• McClaskey Culinary Institute offers fast, fresh, and healthy dining options for students, faculty, staff, and the community. The space, located in Gaiser Hall, features three kiosks, a full-service retail bakery and barista bar, grab-and-go items, and a student-run restaurant.   
• Coffee Lounge in Hannah Hall and Clark Café in Joan Stout Hall.  
• Campus bookstore offers snacks, apparel, and specialty supplies.  
• On-campus early childhood education care program (pending registration and availability). 
• Gym and recreation facilities available for membership.  
• Clark promotes wellness with a variety of different workshops and events

 
SALARY RANGE: $70,570 – $81,712  annually (commensurate with qualifications and experience).
Successful candidates are typically hired at the beginning of the salary range and receive scheduled salary increment increases.
Clark College offers an exceptional benefits package that includes 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 
• Current resume, with a minimum of three (3) references listed
• Cover letter describing background and experience related to qualifications and responsibilities of the position
• Responses to the supplemental questions included in the online application process 

Please apply online at www.clark.edu/jobs.
 
To contact Clark College Human Resources, please call (360) 992-2105 or email recruitment@clark.edu.
 
APPLICATION DEADLINE:  
Required application materials must be completed and submitted online by 3 p.m. May 21, 2024.
 
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.

DISABILITY ACCOMMODATIONS
Upon request, accommodations are available to persons with disabilities for the application process. Contact Human Resources at (360)992-2105 or by video phone at (360)991-0901.
 
SECURITY
The security of all the members of the campus community is of vital concern to Clark College. Information regarding crime prevention advice, the authority of the Security/Safety Department, policies concerning reporting of any crimes which may occur on or near college property, and crime statistics for the most recent 3-year period may be requested from the Clark College Security/Safety Department, (360) 992-2133 or security.requests@clark.edu. The most recent Annual Security Report, written in compliance with the Clery Act, can be reviewed here: http://www.clark.edu/campus-life/student-support/security/report.php.
 
ELIGIBILITY VERIFICATION
If you are hired, you will need proof of identity, and documentation of U.S. citizenship or legal authorization to work.
 
CORRECTIONS OR EXTENDED NOTICES
Corrected or extended notices will be posted online and in the Human Resources Office.
 
Clark College's 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: Gerald Gabbard, Director of Labor and Compliance, 360-992-2317, ggabbard@clark.edu, 1933 Fort Vancouver Way, Baird 142, 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.

Clark College Human Resources
April 30, 2024
24-00057

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