Associate Director of Records - Vancouver, United States - Clark College

Description

Salary: $70, $81,712.00 Annually

Location : Vancouver, WA

Job Type: FT Admin/Exempt

Job Number:

Unit: Human Resources

Opening Date: 04/30/2024

Closing Date: 5/21/2024 3:00 PM Pacific

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 (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 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

To contact Clark College Human Resources, please call or email

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 or by video phone at

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, or The most recent Annual Security Report, written in compliance with the Clery Act, can be reviewed here:

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, , , 1933 Fort Vancouver Way, Baird 142, Vancouver, Washington 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


Clark College offers a comprehensive benefits package including vacation, holiday, and sick leave; medical, dental, life and long-term disability insurance as well as flexible spending account and tuition waiver.

Detailed information about health benefits can be found on our

Part-time temporary positions are generally ineligible for benefits.

01

Where did you first hear about this opportunity?

• Clark College Website
• Career Fair
• The Chronicle for Higher Education
• Craigslist
• (Circa)
• Greater Vancouver Chamber
• Local Media (Oregonian, OregonLive, Columbian, etc.)
• PinkJobs
• Portland Observer
• The Skanner
• Social Media (Facebook, LinkedIn, Twitter, etc.)
• United Latino Job Bank
• Urban League of PDX
• WorkSource
• Other (Job Interest Card, State Job Board, Word of Mouth, etc.)

02

Which best describes your level of education?

• None
• High school diploma or equivalent
• Some college
• Associate's Degree
• Bachelor's Degree
• Master's Degree
• Doctorate

03

How many years of experience in the areas of office management, records management, paralegal, or a closely related field do you have?

• None
• Less than one year
• One year to less than two years
• Two years to less than three years
• Three years or more

04

Do you have experience using Microsoft Office Suite, including MS Word, Excel, Outlook, PowerPoint, and specialized database systems, or comparable software?

• Yes
• No

05

Please describe an instance in a role where you demonstrated the ability to research, analyze, and interpret complex rules and laws and document conclusions.

06

Please describe how you have implemented practices and/or participated in initiatives that promote racial and cultural equity.

07

A resume is required to be submitted for this position. Have you included your resume in this online application? If not, your application will be considered incomplete.

• Yes
• No

08

A cover letter describing background and experience related to the qualifications and responsibilities of the position is required. Have you attached this document to your application? If not, your application will be considered incomplete.

• Yes
• No

09

Clark College requires at least three (3) references with your online application. References provided should be professional, such as a current/previous supervisor, colleague, etc. Personal references, such as a friend, family member, etc. can be provided if no professional references are available. For references, please provide the contact name, phone number and email address. References may be checked by phone or email. I have read over the above content and will submit reference content as requested.

• Yes
• No

10

Official transcripts/certifications are required by date of hire. How will you submit these transcripts?

• With my online application
• By fax
• In Person to the Human Resources Office
• Mail hard copies to the Human Resources Office
• I am an internal applicant giving permission to copy the transcripts on file

11

To meet accreditation standards, Clark College requires official transcripts of the required degree for the specific position you are hired for, to be provided by the first date of hireIf I were to be offered this position, I understand this requirement and am willing and able to comply. I recognize that if I do not have transcripts by the starting date, I will not be able to start working.

• Yes
• No

Required Question