Public Records Support Assistant - Seasonal

BASIC JOB PURPOSE / SUMMARY
The Public Records Support Assistant is responsible for scanning and digitally organizing plan sets, masterplans, architectural drawings, construction plans, and other large documents currently housed in the SWIFT Center archive under the supervision and direction of the Public Records Manager. This position oversees the review, scanning, and development of a cross-reference system for the Port’s existing Access Map Inventory and newly digitized documents.
PRINCIPAL DUTIES AND RESPONSIBILITIES
1. Implement the Port’s promise, mission, and vision by exhibiting Port values, behavioral standards, and leadership expectations, including truthfulness, integrity, accountability, and teamwork in all interactions and assignments.
2. Assist in the digitization of large-format records, including plan sets, master plans, architectural drawings, construction plans, and other archival materials, ensuring accuracy, completeness, and preservation of document integrity.
3. Operate and maintain large-format plotter/scanner equipment, including learning proper setup, calibration, scanning techniques, and basic troubleshooting to ensure high-quality digital reproductions.
4. Prepare physical documents for scanning, including organizing, flattening, removing bindings (when appropriate), and ensuring materials are handled carefully to prevent damage.
5. Transport records between archive locations and the administration office, including driving to pick up and return plan sets in a safe, secure, and timely manner.
6. Collaborate with the Public Records Manager to develop and implement a logical, consistent digital folder structure, including file naming conventions and indexing practices to support efficient retrieval and compliance with public records requirements.
7. Perform quality control checks on scanned documents to ensure readability, correct orientation, completeness, and proper file labeling before final storage.
8. Identify duplicate records and evaluate available versions to retain the most accurate, complete, and authoritative copy.
9. Maintain confidentiality and security of sensitive information in accordance with applicable laws, policies, and public records regulations.
10. Track and report on work progress and inventory, including logging scanned documents, tracking completed plan sets, and noting any issues or gaps in records.
11. Follow all safety procedures and equipment handling guidelines, particularly when working with large-format materials and scanning equipment.
12. Identify fragile or historically significant documents that may require special handling or preservation techniques.
WORKING CONDITIONS
Work is performed primarily indoors in an office setting. Most duties involve sitting and/or standing at a desk while operating a computer, phone, and plotter/scanner equipment. The typical noise level is moderate; however, occasional exposure to loud noise, fumes, and other industrial or aviation-related conditions may occur due to port tenant activities.
PHYSICAL REQUIREMENTS
This position requires the ability to hear, speak, understand, and clearly communicate the spoken English language, and the ability to read, write, and understand directions in English. Individuals must have the dexterity and manual skills required to operate the keyboard of a computer terminal and large scanner equipment. This position also requires the ability to operate a motor vehicle. This position requires the ability to lift up to 25 pounds and stand or walk for extended periods. Applicants must have the ability to push, pull, lift, lower, and maneuver items from ground to overhead and from side to side. Must have the physical ability to perform all essential functions of the job.
WORK PERFORMED
Examples of work performed include checking and responding to emails, voicemails, and staff inquiries. Update the Port’s Map Inventory.
TRAINING, EDUCATION, EXPERIENCE & RESPONSE TIME REQUIREMENTS
Formal Education: High School Diploma or equivalent required; continuing education preferred.
Work Experience: One year in customer service-related duties, providing support and resolving inquiries efficiently. Skilled in transitioning from paper-based records to digital systems, ensuring accuracy and accessibility. Highly organized with strong attention to detail, capable of identifying gaps and connecting missing information.
Computer & Other Skills:
Must be able to operate, maintain, and create emails, documents, and other programs associated with the position. Microsoft Office preferred basic knowledge and experience. Experience in Microsoft Access is helpful. Must possess excellent organizational and multitasking skills. Clear communication skills are necessary.

Benefits: 

Paid Sick Time – accrues at 1 hour for every 40 hours worked.

** The Port of Skagit offers an end-of-the-season bonus to seasonal employees who meet the criteria for eligibility. To be eligible, the seasonal employee must work 12 full weeks within the 2026 summer season (between the months of May to September 2026). Upon completion of eligibility requirements, season employees may choose either a $1,000 end-of-season bonus paid directly to them, or a $2,500 tuition stipend paid directly to an accredited college, university, or trade school where the seasonal employee is actively enrolled. **