Program Ops Specialist Office Of Public Records

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Program Ops Specialist – Office Of Public Records
The candidate will manage program areas, performs tasks and works on projects for open government compliance and its associated litigation support. Must exhibit excellent independent judgment, the ability to work independently and within a team. Represents the director on certain projects and may interact with key influences in the University community. Tact, discretion and a well-developed sense of humor are essential traits. Exercises substantial responsibility to ensure the compliance programs are efficient, effective and able to mitigate substantial risk. Key to the smooth administration of the University’s compliance with both the Public Records Act and the Open Public Meeting Act of Washington State. Plays out against a backdrop in which the office manages high levels of volumes, meets strict legal deadlines, and mitigates financial, legal risk and reputational risks. Manage all aspects of compliance support services for Public Records and Open Public Meetings compliance programs. These vary in aspect and dimension. Each requires excellent analytical skills, the ability to mine data and to make statistical projections and forecasts. Must be able to conduct legal research, to identify important case law and to identify emerging legislative trends. The ability to write clearly, persuasively and concisely is necessary to be successful. Reasoned independent judgment, tact, discretion, and the ability to work with or manage projects involving all levels of faculty and staff is needed to be successful. Keeps the Director appropriately informed about Support Services operations and needs. The Director’s approval should be sought before moving forward with any important decisions or processes. Creates architecture integrating functions of legislative session Bill Tracker, Sunshine Committee monthly meetings, their proposals and recommendations, and case law into one system. Establish protocols and best practices to support the architectural design. The Office of Planning and Management during legislative session. The state’s legally required Sunshine Committee. The Attorney General’s Office. The University's Risk Management Services Office. The University’s Records Management Services Office. Analyzes of fiscal and risk impact to university because of proposed legislations, immerging case law and immerging Sunshine Committee recommendations. Assures appropriate University personnel are aware of potential impacts; integrates these changes into compliance structure and best practices for Public Records and Open Public Meetings compliance program-university wide. Recommends and implements policies, best practices and structures mitigating impacts negative to the University. Build on impacts positive to the University to assure better compliance. Works with staff to integrate these changes into University-wide training programs. Works with staff to integrate these changes into processes for identification and collection of records, and into legal analysis during records review process. Assures compliance liaison list is approved, updated and implemented on a regular basis. Manages public records log distribution list and assures distribution. Creates the architecture, policies and best practices for quality assurance of public records and open public meetings compliance. Monitors progress of University and compliance program staff as they integrate these new changes into their workload. Report results and challenges to quality assurance on a regular basis. Suggests changes to program to increase quality and productivity. Implement changes as requested or as appropriate. Monitor current legal issues, case law, changes within University structures and changes in University policy that impact open government compliance. With this as a backdrop determines which issues need to be reviewed. Create agendas for working policy and best practices meetings. Manage all aspects of these meetings. Design all materials, determine which outside consultants are needed at meetings and what role they will play at meeting. Facilitate discussions on various meeting topics including those that impact University policy and compliance program best practices. Track and implement decisions made at these meetings. Manage integration of decisions into systems and into the compliance program’s standard practices. Provide paralegal services to the office. Works with or directs staff to ensure legal notifications, correspondence associated with the open government transparency programs is completed within any deadline. Works with staff University-wide to determine who at the University needs training to assure compliance with the Public Records and Open Public Meetings Act. Independently build training architecture and the architecture insuring that training adds value to the overall compliance program. Manage project teams to develop training materials. Oversees, implement and manages training for all university employees. Build, recruit staff for and manage project teams associated with University – wide compliance training. Produce training materials independently and at the direction of others. Arranges all aspects of training meeting Manages and meets training budget goals. Create, oversee and manage the applications and processes associated with the office’s central document management systems and those of the Director. Implement, oversee, manage and enforce all applicable records retention schedules. Work with Records Management Services to revise and create new legal retention schedules for the office. Act as a resource on broader compliance issues with Records Management Services, upon request. Approves all final disposition of the office’s and the director’s administrative files as required by the University’s records retention schedules and RCW 40.14, Preservation and Destruction of Records. Acts as Office Manager. Some tasks associated with this function include budget reconciliation and forecasts, purchasing, drafting correspondence, on- boarding of new staff, managing calendars, arranging for events and travel. Other duties as assigned.

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