Data Stewardship & Privacy Supervisor

Basic Function

This role serves as the county Data Records supervisor and IT Privacy Officer. Primary functions include day‑to‑day operations of the county records center, leading strategy for physical records data, and overseeing the IT department’s response to public records requests. The role also provides guidance and outreach related to data privacy, protection, and records management, ensuring compliance with federal, state, and local laws and standards through advising, assisting, and training county department contacts.

Responsibilities

• Ensures safety and integrity of the physical record inventory assigned to the IT records center.
• Develops, executes, and maintains efficient inventory control systems for physical records intake, movement, storage, access, and defensible destruction for all county departments.
• Acts as county liaison with the State Division of Archives and Records Management, utilizing Washington State retention schedules to recommend and review retention periods.
• Researches and resolves records management issues; identifies, collects, and transfers historic, archival, and security records to state archives.
• Plans, organizes, supervises, and evaluates subordinate employees; recommends hiring, discipline, transfer, promotion, and termination as needed.
• Specifies, acquires, develops, organizes, implements, and maintains comprehensive records‑management software and manual systems, including a records retrieval system.
• Determines and monitors unit strategies, goals, and objectives; prepares the unit’s annual budget; coordinates physical space and inventory resource requirements.
• Ensures compliance with policy regarding IT department responses to public records requests, collaborating with the county public records officer to prioritize outstanding requests.
• Develops and maintains county data privacy programs, policies, procedures, authorization forms, and notices; monitors compliance, assists with data‑privacy incidents and security breaches, and recommends adjustments.
• Serves on county records committees and leads the IT community of department records coordinators on retention and centralized storage.
• Partners with IT technical and project staff and the County‑wide Privacy Officer to configure systems for appropriate data protection and recommend internal controls.
• Works with technology teams to evaluate and anticipate privacy concerns in emerging technologies.
• Supervises the destruction of public records as authorized by the State Records Act.
• Designs, develops, and delivers regular training, documentation, outreach, and support for county contacts on archival records management and data privacy best practices.
• Collaborates with third‑party IT business partners, suppliers, service providers, and vendors to ensure understanding and compliance with county privacy requirements.
• Acts as county liaison with other records and data‑privacy personnel in state and local government, industry, and academia; stays current on legislation, technology, and best practices.
• Establishes procedures related to data privacy and protection, recommends county policies, and evaluates them against current and anticipated legislation.
• Conducts internal and external ecosystem data‑privacy compliance assessments and audits; develops mitigation plans for non‑compliant areas.
• Communicates with IT leadership, the executive office, and other stakeholders on county data‑privacy practices and provides strategic consulting on privacy program design.
• Performs related duties as required.

Minimum Qualifications

• Bachelor’s degree in computer science, records or information management, business administration, law, or a closely related field.
• Four (4) years of experience in records management, public records act (FOIA), data privacy, or related work.
• At least one (1) year of lead or supervisory experience.
• Equivalent combinations of education, training, and experience may be considered.
• Experience leading or supervising in a records or IT role is preferred.
• Technical training or knowledge of Washington State records retention schedule is preferred.
• Must pass job‑related tests.

Special Requirements

• Successful completion of a background investigation.
• Valid Washington State driver’s license.
• Certified Records Manager designation (or ability to obtain within one year).
• Certification in one or more of the following (or ability to obtain within one year):
  • Certified Information Professional (CIP)
  • Certified Information Privacy Professional and Manager (CIPP, CIPM)
  • Information Governance Professional (IGP)
  • Certified Data Management Professional (CDMP)

When assigned to the Department of Information Technology, candidates must also pass a criminal background investigation that includes fingerprinting.

Knowledge and Abilities

Knowledge of:

• Federal, state, and local laws governing creation, retention, storage, disposition, confidentiality, disclosure, and protection of public records.
• Federal, state, and local laws governing privacy and protection of personal information held by government.
• Management principles, tactical planning, and project‑management applications.
• Personnel supervision, coaching, mentoring, and training.
• Budget management and records‑center facility operations.
• New and emerging records‑media technology and state/local retention schedules.
• Professional archival practice, records, information, and file management.
• Government and private records‑center management, fire and safety regulations, materials management, and warehouse operations.
• Role of the State Records Committee and State Archives Division.
• Microsoft Office applications.

Ability to:

• Speak publicly and prepare presentations.
• Write and develop effective publications and training materials.
• Provide in‑person or virtual training to county employees.
• Articulate the importance of customer privacy and promote privacy across management levels.
• Manage time, delegate assignments, and maintain productivity with scarce resources.
• Work effectively with county departments, state archives, and vendors.
• Administer contracts and serve as an effective team member.
• Identify and implement solutions for stakeholder outreach, marketing, and problem resolution.
• Balance conflicting demands and priorities.
• Evaluate records for archival and historical value.
• Ensure security and integrity of agency records, preventing loss, destruction, inappropriate disclosure, or misplacement.
• Maintain building security and staff safety, and manage records‑center facilities.
• Collect, interpret, and present statistical, workload, and performance data.
• Project equipment, vehicle, supply, replacement, upgrade, and maintenance needs.

Physical Requirements

May be required to carry objects weighing up to fifty (50) pounds.

Supervision

Employee receives supervision from an administrative superior as assigned.

Working Conditions

The work is performed partially in a standard office environment and partially in a warehouse setting, with occasional trips to facility locations throughout the county and to state archive facilities.