Become a program level subject matter expert on WDFW records, electronic search, retrieval solutions, and public records exemptions.

Formulate and implement optimal search methods to mitigate legal risk and improve compliance efficiency for complex public records

requests and discovery.

Foster public confidence through transparency and ensure that the public has timely access to relevant information.

If you are a motivated and driven public records requests/discovery professional who thrives in a fast-paced environment and enjoys a challenge, this is the opportunity for you!

With that in mind, 

Picture yourself as a program level expert for public records requests while implementing agency standardized best practices.

This is an opportunity to receive/interpret public records requests made by the public and private citizens, identify risks, and prepare accordingly to mitigate those risks.

The optimal applicants are adaptable, able to solve complex issues/problems, consider different perspectives, analyze the productivity of current processes/procedures, and find new, creative ways to accomplish work and achieve successful solutions and results.

We are seeking a candidate, who respects and values the opinions of others, creating an inclusive team environment where every member feels they contribute value to the project and WDFW.

Our Public Records Coordinator,  

• Independently prioritizes work to meet deadlines and designates time to each request appropriately to ensure that consistent progress is being made on all public records requests.
• Tracks and monitors the ongoing status and details of public records requests to ensure that staff are responsive in order to complete public records requests within the legally required time frame.
• Reviews records provided from program staff for relevancy to each item of a request, sensitive information, consistency, and evaluate the quality of search conducted by staff.
• Prepares records productions by sorting records by relevance and sensitivity and converting records to formats that are accessible by the public.
• Analyzes and interprets case law, statutes, and administrative rules for the act of marking potential sensitive information with exemptions for redaction.
• Serves as a conduit between Public Records Unit and program staff to best serve the public and staff in response to public records requests.
• At the direction of the Public Records Officer, provides analysis on records requests procedure and the Public Records Act (RCW 42.56) requirement.
• Performs analysis on case law, RCWs, WACs, and agency policies is provided to program staff members with interpretation on specific public records requests.
• Interprets language of public records requests and collaborates with program staff to determine search terms for agency-wide or program wide email and electronic records search.
• Reviews, exports and prepares emails from a search for records productions, including converting to accessible formats and marking sensitive information for redaction.

WORKING CONDITIONS: 

• Work Setting, including hazards:    
  1. Work environment is a busy office setting and includes standing or sitting for long periods of time and working on a computer. 
  2. May include being exposed to graphic photographs of wildlife and other field activities. 
  3. The duty station for this position is in Olympia, WA. Due to the Governor’s “Stay Home, Stay Safe” order, many of our positions are currently working remotely, or a combination of office and remote.   When the Governor lifts the “Stay Home, Stay Safe” order for state employees, combinations of office or telework may be considered.
• Schedule:   
  1. Typically, Monday – Friday – 8:00 a.m. – 5:00 p.m. 
  2. Workload demands may require work outside the assigned work hours/days and adjustment of work schedules. 
• Travel Requirements: 
  1. Some travel may be required throughout the State.
• Customer Interactions: 
  1. Quality customer service is integral to success in this position – frequent interaction with members of the public and with WDFW staff. 

REQUIRED QUALIFICATIONS:

     OR 

Please Note: Professional equivalent experience may substitute, year for year, for the education requirement.  

AND 

• Two (2) years of experience providing excellent written and oral communication skills including clear and professional memorandums, emails, letters, and other correspondence to the public, stakeholders, staff, and legal counsel. 
• Two (2) years of experience maintaining confidentiality working with sensitive and personal information. 
• Two (2) years of proven ability to multi-task in a busy work setting to ensure daily job duties are completed and strict deadlines are met.
• Three (3) years of experience with search and collection of records within Microsoft software programs, including Word, Excel, PowerPoint, SharePoint, Access, and Outlook.

AND

Proven understanding of:

• The Washington State Public Records Act (RCW 42.56). 
• The Washington State Preservation and Destruction of Public Records (RCW 40.14). 

Skills & Abilities: 

• Highly organized and able to make quick decisions and provide guidance to staff statewide using expertise in the interpretation of statutes and regulations. 
• Proven attention to detail, with the ability to review high volumes of documents for possible redactions and records retention without errors using Adobe Pro or equivalent redaction software tools. 
• Demonstrated strong interpersonal skills, able to work effectively with staff, stakeholders, team members, and the public while maintain positive working relationships. 

Licenses/Certifications: 

• A Valid Driver’s License. 
• Ability to obtain CJIS Level 2 certification per WDFW POL 8640.02.

PREFERRED QUALIFICATIONS: 

OR 

AND 

• Proven ability to conduct defensible electronic record searches using Boolean search parameters.
• Experience conducting search and collection of records within Microsoft Office 365.

Please note: Failure to follow the instructions below may lead to disqualification. 

In order to successfully apply for this position, you MUST complete your profile at www.careers.wa.gov and attach the following to your profile before completing the online application:

• A cover letter describing how you meet the qualifications of this position (Generic cover letter will not be accepted).
• A current resume. 
• Three professional references. 

IMPORTANT NOTES:  

All new employees must complete an Employment Eligibility Verification Form (I-9 Form) on their first day of work. If hired for this or any position at WDFW, you will be required to provide documentation proving you are eligible to work in the United States. For a list of acceptable documents, please use the following link:  https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents

The Department of Fish and Wildlife’s priority during the Covid-19 health crisis is to keep our staff, candidates, and the public safe.  We are hiring and encourage you to apply to open positions. We have transitioned to a virtual recruitment process, to include web-based interviews.

JOIN THE WDFW TEAM:

Learn about our agency and the perks of working for WDFW!

The Washington Department of Fish and Wildlife has some of the most talented people in the natural resource field.  We celebrate and value diversity, appreciating that a workforce composed of those from different backgrounds and experiences creates an inclusive environment, strengthens positive relationships with the local community, and brings new perspectives and approaches to fulfilling the agency’s mission. We value demonstrated skills in living WDFW values of Accountability, Service, Professionalism, Integrity, Respect, and Empathy (ASPIRE).

WDFW employees may be eligible for the following:

Medical/Dental/Vision for employee & dependent(s), Public Employees Retirement System (PERS),   Vacation, Sick, and other Leave, 11 Paid Holidays per year, Public Service Loan Forgiveness, Tuition Waiver,   Long Term Disability & Life Insurance, Deferred Compensation Programs, Dependent Care Assistance Program (DCAP),  Flexible Spending Arrangement (FSA), Employee Assistance Program, Commute Trip Reduction Incentives (Download PDF reader), Combined Fund Drive, SmartHealth.

Diversity, Equity, and Inclusion Employer

VETERAN PREFERENCE NOTICE:

To take advantage of veteran preference, please do the following:

• Subject line should include recruitment number, position and Vet (for example: #10155 Biologist 1 – Veteran)
• Include your name as it appears on your application in careers.wa.gov

MILITARY SPOUSE PREFERENCE NOTICE: 

To take advantage of military spouse preference, please do the following:

• Notify us of your military spouse status by email at RecruitmentTeam@dfw.wa.gov.  
• Subject line should include recruitment number, position and MS (for example: #10155 Biologist 1 – MS)
• Include your name as it appears on your application in careers.wa.gov

Note: Please blackout any PII (personally identifiable information) data such as social security numbers. For further information, please contact us at RecruitmentTeam@dfw.wa.gov.

As part of WDFW’s efforts to advance respectful and inclusive work environments, the Agency expects inclusivity as part of our professional interactions and communications.  Therefore, we want to ensure that all individuals feel welcome, are treated fairly and respectfully.  All staff are empowered to fully contribute to serving their work unit, Agency, and the citizens of Washington.

The Department of Fish and Wildlife 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.  All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status and are encouraged to apply. 

 Persons needing accommodation in the application process or this announcement in an alternative format may call (360) 902-2276 or the Telecommunications Device for the Deaf (TDD) at (800) 833-6388.

If you are having technical difficulties creating, accessing or completing your application, please call NEOGOV toll-free at (855) 524-5627 or support@neogov.com.