Salary: $3,974.00 – $5,341.00 Monthly
Location: Thurston County – Olympia, WA
Job Type: Full Time – Permanent
Closing Date: 9/13/2023 11:59 PM Pacific

Are you one who wants governments to have transparency, but wants to protect confidential information? Are you experienced in managing public records? Foster public confidence through transparency and ensure the public has timely access to relevant information. Duties include records/data inventory, retention, and disposition of records in conjunction with RCW 40.14, the State Records Committee, and the State Archives.

In this dynamic role, you will monitor agency public records requests and litigation holds in relation to information disposition activities.

You thrive on building collaboration and teamwork, coordinating and collaborating with the Records Officer, State Records Center, State Archives, and other agencies to ensure agency compliance and best practices.

You are excited to strive to preserve records with archival and historical value.

Duties
Here is some of what you will be doing –

Agency wide records management activities and projects consistent with the direction of the IG Manager and the Washington State Archives: 

• Plans and recommends data disposition according to the agency’s approved records retention schedules. This includes the State General Records Retention Schedule and the WDFW Unique Retention Schedule.
• Perform all duties associated with supporting the position of Records Officer as described in RCW 40.14.040.
• Supports records management for transitional staff records as a result of the agency’s architecture updates. Specifically, off-boarding employee records, legacy records, and electronic data management. 
• Utilizes technical knowledge to support legacy records formatting. 
• Schedule, coordinate, and facilitate access to records management/retention training for staff in support of the Records Officer. This promotes a greater understanding of record retention and management best practices requirements.

Reports to Records Officer for administrative or other functions: 

• Providing guidance regarding retention schedules.
• Performing clean-up projects.
• Providing consultation on various record management issues.
• Acts as Records Management Supervisor’s delegate in their absence.

WORKING CONDITIONS:

• Work Setting, including hazards:
  • Working environment is a busy office setting. Varying degrees of activity occur in the common areas during working hours. Tasks will involve standing or sitting for long periods of time and working on a computer.
  • Must be able to work amid distraction.
  • Exposure to graphic photographs of wildlife and other field activities.
  • Employee must be able to work independently, exercising initiative and good judgment.
  • Must be self-motivated and self-directed.
• Schedule:
  • Typically, 8:00 AM – 5:00 PM, Monday – Friday.
  • May be required to work occasional weekends and evenings, depending on workload.
  • Some overtime may be required on short notice.
• Travel Requirements:
  • Some travel may be required throughout the State.
• Tools and Equipment:
  • Computer hardware and software.
  • General office equipment.
• Customer Interactions:
  • Quality customer service is integral to success in this position.  Frequent interaction with members of the public and with WDFW staff.

REQUIRED QUALIFICATIONS:

• Associate degree and four (4) years of experience with records management archives, records management, file clerk, library science, business administration, forms management, or a closely related field.

Or

• High school diploma and five (5) years of experience managing public records for a governmental agency.

Or

• Equivalent education and/or experience.

In addition to the above:

• Minimum of two (2) years’ experience working with sensitive, confidential, and/or personally identifiable information (PII).

Licenses:

• Valid driver’s license.

Knowledge:

• Knowledge and proficiency of records management for a State, Local, or Municipal government agency OR equivalent experience in a private organization.
• Familiarity with interpreting and/or researching an organization’s records retention schedule and policies. 
• Familiarity with managing large data sets with simple databases and queries.

Special Requirements/Conditions of Employment:

• Ability to obtain Criminal Justice Information System (CJIS) Level 2 certification (fingerprinting and background check) per WDFW POL 8640.02 within two (2) weeks of employment.

PREFERRED QUALIFICATIONS:

• Bachelor’s degree and two (2) years of experience with records management archives, records management, library science, business administration, forms management or a closely related field; or a high school diploma and three (3) years of experience managing public records for a governmental agency; or equivalent education/experience.
• Knowledge and proficiency with RCW 40.14 (Records Officers-Designation-Powers and Duties), Washington State Government General Records Retention Schedule and RCW 42.56 (Public Records Act). 
• A Certificate in Records Management or closely related practice (IGP, CIP, GARA, CRA, CRM, WAPRO)
• Experience conducting search, review, using retention labels, and disposition of records within the Microsoft O365 suite of software including Word, Excel, PowerPoint, SharePoint, OneDrive, Access, and Outlook.
• Experience or knowledge of Enterprise Content Management (ECM), electronic records management (ERMS), electronic document management (EDMS), and/or similar document lifecycle software.

Application Information

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. 

For more information and to apply: https://www.governmentjobs.com/careers/washington/jobs/4186640/public-records-coordinator-forms-records-analyst-3-permanent-11340-23