Salary: $57,324.00 – $77,028.00 Annually
Location: Thurston County – Olympia, WA
Job Type: Full Time – Permanent
Job Number: 2023-4-7225-05324
Department: Dept. of Natural Resources
Division Executive Management
Opening Date: 04/28/2023
Closing Date: 5/28/2023 11:59 PM Pacific
The Department of Natural Resources (DNR) has a fabulous job opportunity available within the Records Management & Public Disclosure Team. This position will challenge you with questions and requests which can only arise from an agency that is responsible for managing more than 3 million acres of state trust lands. You will be trusted to be the point of contact for the Attorney Generals office for all litigation matters, identify staff present and past who would have responsive records, independently conduct complex agency wide record searches, and communicate with all levels of staff, the Attorney Generals office, and the public. If you like a variety of duties, being part of a great team, and have excellent customer service skills, look no further. The successful candidate will be motivated, hardworking, have a strong attention to detail, be able to multitask, and work on internal and external issues in an active, respectful, and professional manner. We invite you to learn more about our culture, careers, and why some of the top professionals have joined Washington DNR by visiting the DNR Website.
- Serves as the liaison between all levels DNR staff agency-wide and the Attorney General’s office.
- Review and analyze the latest Washington State court decisions on the Public Records Act.
- Researches and identifies agency-wide staff, both current and historic, who would have requested information and complies files for litigation cases.
- Independently researches agency-wide programs, projects, and records, both current and historic, to identify and compile requested information.
- Provides high-quality collection, maintenance, and tracking support in response to litigation holds, tort claims, and discovery requests.
- Develops research strategies to ensure complete responses from staff when compiling agency responses during litigation.
- Implements litigation record protocols and manages data tracking and electronic databases for public disclosure requests, litigation proceedings and emerging issues.
- Writes reports and correspondence and provides updates to supervisor.
- Supports the collection of records for public disclosure requests and records needed to support the agency role in litigation.
- Meets regularly with legal assistants of assigned Assistant Attorneys General to obtain progress reports and coordinate agency involvement in records collection.
- Assists the Risk Manager with litigation-related research and may provide records coordination assistance to the Attorney General’s Office supporting written discovery.
- Maintains expert knowledge on the Public Records Act, RCW 42.56.
- Uses independent judgment to accurately analyze, understand, and respond to public records requests.
- Receives, reviews and processes public records requests according to the PRA.
- Enters requests into the public disclosure tracking system.
- Provides consultation to staff on responses to public records requests.
- Assists staff in identifying records responsive to a request.
- Proactively identifies areas where clarification is necessary or appropriate and communicates effectively and professionally to staff and the public.
- Coordinates responses, tracks progress in fulfilling requests, assembles, prepares and reviews records for exemptions prior to release and distributes public records to the requesting parties.
- Accurately, applying redactions and seeking assistance or guidance where appropriate.
- Research agency records, both current and historical, to locate requested information, compiles records, and responds to disclosure requests in a timely manner in compliance with the PRA.
- Works with all level staff, other agencies, AG’s office, and requesters.
- Assigned lead on large multi-issue requests or assigned to assist other staff on requests.
- Effectively manages and tracks own caseload of requests in a highly organized manner.
- Flexible to adjust caseload and time frames as new requests are received every day and urgent matters arise.
- Retains records related to request in accordance with the records retention requirements.
- Attends professional conferences to gather the latest best practices and advice for management of records requests.
- Serves as one of the agency’s M-365 expert/champion which includes keeping up to date on all issues, changes, updates, and requirements statewide.
- Answers questions from other program staff and management on M-365 searches.
- Serves as a centralized resource to facilitate enterprise-wide compliance with the Public Records Act (PRA) and Litigation discovery.
- Provides centralized searches of electronically stored information (ESI).
- Uses Search applications such as Discovery Accelerator, eDiscovery, Outlook Search Windows Explorer, SharePoint Search.
- Participates with Information Technology Services Office (ITSO) technical staff and program staff to identify and implement best search tool configurations.
- Designated point of contact with Washington Technology Solutions (WaTech) and other search application vendors to obtain and disseminate technical end user assistance and best practices, resolve query or application errors, and evaluate application updates to improve ESI search processes.
- Responsible for the following records on the retention schedule:
- GS 18003 Legal Advice and Issues
- GS 18004 Litigation Case File – Routine
- GS 05001 Public Disclosure/Records Request
- Maintains records of public disclosure requests and the department’s responses in accordance with the records retention schedule.
- Ensures records are organized and copies are reduced to provide systematic control of records for their whole lifecycle so that DNR can reduce the resources needed to manage information.
- Promotes transparency and accountability to the public we serve.
- Preserves, retains, and dispose of records according to the records retention schedule.
- Prepares records for storage at the State Records Center.
- Lifts, move files, and archive boxes (up to 30 pounds per box).
- Bachelor’s degree from an accredited institution in records management, business administration, or public administration and three years’ experience managing public records request, or a combination of education and/or experience equivalent.
- Advanced working knowledge of the Public Records Act (RCW 42.56) and applicable rules, as well as keeping up to date on changes in law that affect agency compliance with public disclosure obligations.
- Professional level experience with Microsoft Office Suite and other related applications (Outlook, Word, Access, SharePoint, Adobe) and the ability to create and maintain databases.
- DNR Core Competencies:
- Personal Accountability
- Value Others
- Compassionate Communication
- Inspire Others
- Commitment to Excellence
- Customer focused
- Sound decision making and judgment
- Experience with multi –function printing devices.
- Experience interacting in a professional and polite manor with all level staff, the AGs office, other agency staff, and the public.
- Washington Public Records Act training.
- Understanding of DNR policies and procedures.
- Knowledge of RCW 40.14 Preservation and Destruction of Public Records.
- Flexible, open to change, and ability to work effectively in a team environment.
- Demonstrated ability to provide excellent customer service and effectively communicate with co-workers and the public.
- Strong customer service, communication, and analytical skills.
- To be considered you must apply online at www.careers.wa.gov. You must complete the entire online application to be considered for the position.
- Attach a letter of interest describing how your experience and qualifications relate to the position profile and the position required, desired and special requirements.
- Attach a resume describing your experience and qualifications.
- Provide three to five professional references – you may attach a document, use the References text field in the online application, or include with resume.
- Important: Do not attach any documents that include photos or private information (social security number, year of birth, etc.).
- Complete all supplemental questions.
For more information and to apply: https://www.governmentjobs.com/careers/washington/jobs/4020514/program-specialist-4-litigation-public-records-specialist