Forms and Records Analyst 2 - Public Records Specialist {05409]

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*This position will remain open until filled. First review of applications will begin June 11, 2018. The hiring manager reserves the right to close the recruitment any time after June 11, 2018; therefore, applicants are encouraged to apply at their earliest opportunity. 

About this job:

This position 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 Administrative Services Division.  Acting as a division coordinator helps streamline our processes and provides a central point of contact for public records questions.

If this sounds like a good fit and you meet the qualifications below, we encourage you to apply today!

 Key Duties:

• Reviews requests for public disclosure and apply knowledge of state laws and Commerce policy to respond appropriately
• Elevates requests of a complex or sensitive nature to the Records Management Supervisor, as necessary
• Responds 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
• Coordinates 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
• Examines documents carefully and thoroughly to determine responsiveness and appropriate exemptions.  Mark records for redaction and create exemption logs, when necessary.
• Maintains 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
• Responds to inquiries from agency staff regarding public disclosure processes and policy
• Assists in the transmittal, migration, reformatting, and disposition of agency records to the State Records Center or State Archives to ensure compliance with state law
• Assists in the assessment and inventory of agency records
• Serves as the Records Coordinator for the Administrative Services Division by providing direct records management services to division staff
• Provides records management assistance and advice to agency staff
• Responds to reference requests

Associate's degree in business administration or related field AND one year 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 forms and/or records management.  Additional professional experience may substitute for education.

Skills and Abilities:

Demonstrated organization and time management skills.
 

Strong attention to detail with the ability to effectively review and redact high volumes of documents.

Demonstrated skill in writing professional communications.

Your letter of interest, application, and resume will be reviewed for consistency with the required qualifications, skills, and abilities.  We will be looking for demonstrated skill in writing professional communications through use of proper grammar and sentence structure. Attention to detail will be considered in the completeness, consistency, and accuracy of your application materials.

Special Notes:

This position is covered by a union security provision. Therefore, as a condition of employment, candidates who are appointed are required to become members of the Washington Federation of State Employees, or pay other representational fees within the first 30 days of employment.

I want to work for Commerce!  How do I apply?

Click the green "Apply" button near the top of this announcement to get started.  Include the following attachments with your completed application:

•  A letter of interest with a detailed description of your experience as it pertains to the qualifications listed; 
• A current resume;and
• A list of at least three professional references.

The initial screening will be solely based on the contents and completeness of your application and application materials submitted. All information may be verified and documentation may be required.

The hiring authority reserves the right and may exercise the option to make a hiring decision at any time during the announcement period.

For questions about this recruitment, please contact Shannon Goudy at 360-725-2706 or email her at Shannon.Goudy@Commerce.wa.gov.

 Who we are:

At Commerce, we're a little different. But for you, it might be the perfect fit. Our Olympia offices are open Monday through Friday (flexible schedules are available). Our parking is free but many of our employees bike year round and we have an active bicycle loaner program.  Washington State also offers commuting programs, including free, subsidized and reduced public transpiration incentives.  There are about 300 of us, but our executive staff know us on a first-name basis. We are committed to our work but value the balance with our personal lives. We hire people for a position, but encourage them to train for growth opportunities.

What we do:

We are the lead state agency charged with enhancing and promoting sustainable communities and economic vitality in Washington. We administer a diverse portfolio of more than 100 programs and several state boards and commissions, all focused on achieving one clear and simple mission: to grow and improve jobs in Washington.

Our key customers include businesses, local governments, and community-based organizations. We also play the crucial role of convening numerous local, state, regional, and federal partners and stakeholders, both public and private. Together we work to support the Governor's priorities and achieve shared goals and objectives for the citizens of Washington.

Not from Olympia?

As the state's capitol, Olympia is located off Interstate 5 at the bottom of the Puget Sound roughly half-way between Seattle and Portland, and less than a two hour drive to the coast, temperate rainforest, mountains, urban city, or farmlands.  With year-round art festivals, parades, theatre shows, concerts, and community events, Olympia and its surrounding cities have something for everyone. For parents, it boasts some of the best schools in the nation and renowned Hands on Children's Museum.  Home to two universities (The Evergreen State College and Saint Martin's University), Olympia residents also have the opportunity to pursue a degree while working!

Additional Information:

The Washington State Department of Commerce complies with the employment eligibility verification requirements of the federal Form I-9. The selected candidate must be able to provide proof of identity and eligibility to work in the United States consistent with the requirements of that form on the first day of employment.

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 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.

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