Description

At the Department of Commerce (Commerce), we are creative, collaborative, and trusted. We identify opportunities to deliver critical funding and services to strengthen communities, we cultivate an environment in which we continuously learn, and we own our work. Commerce

The Forms and Records Analyst assists and supports the Records Management Supervisor with all aspects of the department’s public disclosure and records management programs. Assisting in the management and disclosure of our public records reduces the agency’s liability, promotes transparency to the public, and provides an organized and efficient work environment for our employees. This position also serves as the Records Coordinator and Public Disclosure Coordinator for the Office Services unit within the Operations division. Acting as a division coordinator, this position assists with streamlining processes and provides a central point of contact for public records questions.

This posting may be used to fill other vacant positions within 60 days once position is filled.

Duties

The Forms and Records Analyst work is carried out through the core processes of proactively managing risk by continually following the appropriate public disclosure and records retention laws, rules, policies, and procedures to mitigate those risks; communicating effectively by ensuring employees are aware of their requirements to appropriately manage public records and provide public records for disclosure; leveraging technology by ensuring that records are found and that requests are responded to in a timely manner. Here are some of the duties performed in this role.

Manage assigned public disclosure workload

• 
  Review requests for public disclosure and apply knowledge of state laws and Commerce policy to respond appropriately.
• Elevate requests of a complex or sensitive nature to the Records Management Supervisor, as necessary.
• Respond to requests within five business days and meet other self-imposed deadlines to provide records or follow up with requesters.
• When needed, proactively clarify with requestors to ensure they receive the records they are looking for and Commerce employees are not retrieving unnecessary documents.
• Coordinate with agency public disclosure coordinators to gather records responsive to requests.
• Use appropriate technology and thoughtful search terms to retrieve email records from the agency’s email archive.
• Examine documents carefully and thoroughly to determine responsiveness and appropriate exemptions. Mark records for redaction and create exemption logs when necessary.
• Maintain a complete and accurate record of all public disclosure requests including the original request, all communications regarding the request, response dates, and any records provided or withheld
• Serve as the Public Disclosure Coordinator for the Operations Division by gathering records responsive to requests directly from division staff.

Assist and support records management functions

• Assist in the transmittal, migration, reformatting, and disposition of agency records to the State Records Center or State Archives to ensure compliance with state law.
• Assist in the assessment and inventory of agency records.
• Serve as the Records Coordinator for the Operations Division by providing direct records management services to division staff.
• Check records management email inbox and respond appropriately.
• Respond to reference requests as needed.
• Maintain and update the records center database as needed.
• Provide records management assistance and advice to agency staff.

Qualifications

Required Qualifications:
An associate’s degree in business administration or related field AND two years of professional experience at a state or local government agency responding to public records requests pursuant to the Public Records Act, including state or local government experience in records management. Additional professional experience may substitute for education.

Skills and Abilities:
Demonstrated organization and time management skills.
Strong customer service skills, with previous experience serving both internal and external customers.
Strong attention to detail with the ability to effectively review and redact high volumes of documents.
Demonstrated skill in writing professional communications.
Strong computer skills in EXCEL, Word, Outlook.

Preferred/Desired Qualifications:
WAPRO Certification
Experience using Discovery Accelerator, or a similar discovery tool, to search for records at an agency level
Experience using requestor transmittal software programs such as GovQA

Supplemental Information

To be considered for this position the following are needed:

• 
  A complete and detailed online application
• A Cover letter (enter online);
• At least three (3) professional references (enter online).

This position is covered by a collective bargaining agreement

The initial screening will be solely based on the contents and completeness of your application. All information may be verified and documentation may be required. For questions about this recruitment, please contact Jose Dominguez at 360-810-0182 or jose.dominguez@commerce.wa.gov.

Work Location is in Olympia, WA
This position is located in Olympia, Washington. You will work with your supervisor to identify an appropriate work schedule and balance. However, it is anticipated that interviews for this position will be held using virtual videoconferencing.

Important Notice
Per Governor Inslee’s Directive #22-13.1, state employees must be fully vaccinated prior to your first day of employment. Your vaccine status will be verified prior to an offer of employment. Please reach out to Human Resources Specialist Jimmie Wimberly at jimmie.wimberly@commerce.wa.gov if you need information on medical or religious accommodation.

Additional Information:
The Washington State Department of Commerce is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply. Persons needing accommodation in the application, testing, or interview process or this job announcement in an alternative format may call Human Resources at (360) 725-2650. Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.