- Description
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The Department of Ecology’s priority during the Covid-19 health crisis is to keep our staff, candidates, and the public safe. We are still hiring and encourage you to apply to open positions. The majority of our staff are currently working from home; we have transitioned to a virtual recruitment process, to include web-based interviews.
Keeping Washington Clean and Evergreen
Protecting Washington State’s environment for current and future generations is what we do every day at Ecology. We have a culture that is invested in making a difference. If you want to join a team that is highly effective, collaborative, has leadership that embraces the value of people, Ecology is a good fit.
The Nuclear Waste Program (NWP) is looking to fill an RIM/Public Disclosure Coordinator and Technical Editor-Rover (Forms and Records Analyst 3) position. The position will be located in our Richland Field Office (RFO) in Richland, WA.
The RIM/Public Disclosure Coordinator and Technical Editor-Rover position supports Ecology and the NWP through performance of providing professional level services in public disclosure and records management of NWP Central Files, technical library, and the administrative record.
We are looking for applicants that have the ability to work across two professional disciplines, records management and technical editing. The position is designed to be a rover between both disciplines and applicants must be comfortable with shifting priorities.
As an agency, our mission is to protect, preserve and enhance Washington’s environment for current and future generations. We invest in our employees to create and sustain a working environment that encourages creative leadership, effective resource management, teamwork, professionalism and accountability.
To learn more about The Department of Ecology, please visit our website at www.ecology.wa.gov and follow, like or visit us on LinkedIn, Twitter, Facebook, Instagram or our blog.
Local efforts… Diverse people… Statewide impacts
- Duties
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The Nuclear Waste Program’s (NWP) mission is to lead the effective and efficient cleanup of the U.S. Department of Energy’s Hanford Site, ensure sound management of mixed hazardous wastes in Washington, and protect the state’s air, water, and land at and adjacent to the Hanford site.Some of the key work activities of the RIM/Public Disclosure Coordinator and Technical Editor-Rover position include:
NWP Central Files Records Information Management (RIM) Coordinator
A list of duties for RIM Coordinators has been developed to ensure Ecology is successful and consistent in managing records across the agency. All work is accomplished under the guidance of Ecology’s Information Governance Manager and Agency Records Officer (ARO).
- NWP RIM/Public Disclosure Coordinator and ARO in the review and development of records retention schedules, records inventories, file plans, records taxonomy/classification of files etc.
- Follows current file plans of all centralized and decentralized filing systems that include types of documents included in the official record files.
- Provides staff general assistance in following good recordkeeping practices such as matching records to retention schedules; how to distinguish between official records, reference materials, working copies or transitory records; use of proper naming conventions; transfer inactive records to Records Center or transfer of permanent records to the State Archives; identify final disposition dates etc.
- Ensures exiting (off) staff records are located and managed prior to them leaving.
- Understands state and federal laws and Ecology policy & procedure.
Details Specific to Records Management in the Nuclear Waste Program, Central Files
- Uses NWP Correspondence System, assists in maintaining records of incoming and outgoing correspondence and documents and follows up on work in process.
- Enters incoming documents into system within 48 hours of receiving.
- Assists in filing and recovery of miscellaneous correspondence.
- Follows established Agency standards for records management, objectives, inventory, and assists with staff training of NWP Central Files.
- Ensures Central Files documents that have been entered into the NWP Correspondence System, need to be filed on the Central Files shelves within 1 week.
- Attends monthly RIM Coordinator meetings and training as they become available.
Administrative Record (AR)- Maintains NWP RIM Coordinator with the organization and maintenance of multiple administrative records databases for various Resource Conservation Recovery Act (RCRA) permits in the Nuclear Waste Program.
- Assists with the monitoring and tracking of incoming change notices, permit modifications, and other permit changes and makes appropriate reports to staff.
- An administrative record is the compilation of information upon which an administrative decision is based, The AR consists of all documents that were used (support, drafts, working meeting notes, email, etc.) in making a permit determination or modification.
NWP Resource Center Technical Library
- Performs basic technical library tasks and problem solving involving application of journey-level knowledge and skills.
- Assists with the management of circulation and loan of library materials.
- Assists in the selection of materials to fill information subject requests from other libraries and assists customers with bibliographic tools.
- Performs information searches, answer reference questions, and confer with staff on reference strategies using library resources tools, which include: databases, catalogs, indexes, and internet.
- As the NWP RIM/Public Disclosure Coordinator provides technical and informational services to the Attorney General’s office for use in preparation of litigation for NWP actions.
- Indexes all incoming technical library materials, cataloged, and shelved within 48 hours of being received.
NWP Public Disclosure Coordinator- As the NWP RIM/Public Disclosure Coordinator processes public records requests.
- Analyzes requests, enters requests into the agency tracking system and responds to Public Records Requests.
- Coordinates with staff to assist with the gathering of responsive records for Public Records Requests.
- Clarifies requests, as needed, and consults with staff on appropriate scope of requests and search criteria.
- Assists staff in performing reasonable and adequate searches.
- Identifies responsive records, as well as applicable exemptions for partial (redaction) or total withholding.
- Works with the AGO if needed.
- Coordinates and supports staff in responding to requests to designate records as “Confidential Business Information” (AP 20-13-02).
- Prepares records for inspection and oversees onsite file reviews.
- Attends PDC monthly meetings.
NWP Technical Writer/Editor- Performs original writing and/or editing technical documents in the development and preparation of technical, procedural, and communication material.
- Gathers background information by research and consulting management and staff and writes/edits a variety of material such as general policy manuals, specific procedural directives, training and technical publications.
- Creates permit procedure processes, for permit writers, permit coordinators and for the Permit Production Team.
- Updates Administrative Record processes.
- performs technical editing of permits.
- Reviews/edits desk manuals for Technical Editor, RIM/Public Disclosure Coordinator, secretaries, and receptionist.
- Edits and finalizes All Staff meeting presentations.
- Monitors and expedites progress during Permit Production and ensures that conformity to standards of style and quality. Brings unusual problems or issues to supervisor for possible options or solutions.
- Serves as the Print Coordinator for the Permit Production Team.
- Leads the Print Production Team in the activities of printing all NWP permits and modifications.
- Creates Table of Contents and label dividers for the individual units.
- Receives electronic files from IT and organizes them into a system in order to track which items have been printed. The Print Coordinator updates the Permit Production Team on the status of printing the print.
- Oversees the permit review process. After the entire permit is printed, permit writers will have a chance to review their unit(s).
Please note: During Stay Home, Stay Healthy, staff are working a combination of in-office and/or telework based on position and business need.Ecology is maintaining less than maximum building occupancy, and requiring masks, health screening questions before entry, and social distancing.
This position will remain open until filled. The initial screening will be on March 29, 2021. In order to be considered for the initial screening, please submit an application on or before March 28, 2021. The agency reserves the right to make an appointment any time after the initial screening date. - Qualifications
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Required Qualifications:
There are multiple ways to qualify for this position. See options below:
Option 1: A Bachelor’s degree in business administration, accounting, industrial engineering, or a related field AND two years of experience in forms and/or records management.
Option 2: Additional qualifying experience in forms and/or records management will substitute, year for year, for education.
Experience listed above must include the following:
- One year of experience in writing/editing technical documents.
- Professional level experience with some or all of the following software programs: (Outlook, Word, Access, SharePoint, Adobe).
- Must be able to proofread and finalize formal documents with a high degree of accuracy. This includes proofreading and editing written material; correcting punctuation and spelling; identifying and correcting errors in grammar; and improving clarity, composition, flow, organization, and content.
- Must be organized and able to keep track of multiple activities, which includes the ability to prioritize and perform multiple tasks in the same timeframe, handle interruptions appropriately, and return to incomplete tasks.
Additional experience and education combinations that meet the requirements for this position:
Possible Combinations College credit hours or degree as listed above Years of required experience as listed above. Combination 1 High School Diploma or GED. 6 years of experience Combination 2 I have 30-59 semester or 45-89 quarter credits. 5 years of experience Combination 3 I have 60-89 semester or 90-134 quarter credits (AA degree). 4 years of experience Combination 4 90-119 semester or 135-179 quarter credits. 3 years of experience Combination 5 A Bachelor’s Degree. 2 years of experience. Special Requirements/Conditions of Employment:
- Employee must be able to obtain a Hanford Site badge to meet federal regulatory requirements for handling Official Use Only and Confidential Business documents.
- Information about obtaining the Hanford Badge Real ID (Download PDF reader) (Download PDF reader)
- Real ID information from the Department of Licensing
Desired Qualifications:
We highly encourage you to apply even if you do not have some (or all) of the desired experience below.- Possess the verbal and written communication skills necessary to work with non-technical customers and technical staff.
- Knowledge of numerical and functional filing systems, Washington State records management system procedures, and laws related to records retention and protection.
- Ability to deal effectively with all levels of management; analyze paperwork processes.
- Ability to work independently and have a good understanding of records management and retention schedules.
- Advanced technical formatting skills.
Note: Having some (or all) of this desired experience may make your application more competitive in a highly competitive applicant pool.
Why work for Ecology?
Joining Ecology means becoming a part of a team committed to protecting and restoring Washington State’s environment.
A career in public service allows you to help solve some of the most challenging problems facing our state, while keeping the health and financial security of you and your family a priority. We combine one of the most competitive benefits packages in the nation with a strong commitment to work/life balance.
Ecology 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
Student debt and how working for Ecology can help
Employees may be eligible for the Public Service Loan Forgiveness (PSLF) Program, which forgives the remaining balance on your Direct Loans after you have made 120 qualifying monthly payments under a qualifying repayment plan while working full-time for a qualifying employer. See https://studentaid.ed.gov/sa/repay-loans/forgiveness-cancellation/public-service for more details.*See the Benefits tab in this announcement for more information
- Supplemental Information
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Application Instructions:
Please complete the short on-line application, supplemental questions and upload:
- Your current chronological resume.
- A cover letter explaining how you fit the requirements of the position.
Important Note:
When attaching documents to your application (Resume, Cover Letter, Transcripts, DD-214, etc.):
- Please be sure to remove private information such as your social security number, date of birth, etc.
- Do not attach documents that are password protected as these documents may not be reviewed and may cause errors within your application when downloaded.
Please to do NOT include your salary history. Wage/salary depends on qualifications or rules of promotion, if applicable.
Please complete the applicant profile when applying for this position. Or, you may paste the text of your resume within the profile’s resume text field.
Please read the supplemental questions carefully and answer completely. Incomplete responses, including “please see resume,” may disqualify you from further consideration.
It is in the candidate’s best interest to submit all of the documents requested above. Applications without these documents may be declined.
Department of Ecology employees, please make sure to answer the agency-wide questions regarding permanent status as a classified employee within the Washington General Service or Washington Management Service. Do not forget to select Department of Ecology as a response to question 2, and type your personnel ID number for question 3. If you are not sure of your status or do not know your personnel ID number, please contact Human Resources.
If you are reading this announcement in print format, please visit www.careers.wa.gov to access the online recruitment system. Click on “Look for Jobs” and select Dept. of Ecology under the “Department” search list. Click “Apply Search.”
Other Information:
If you need assistance applying for this job, please e-mail careers@ecy.wa.gov. Please do not send an email to this address to follow-up the status of your application. You can view the latest status of your application on your profile’s main page.
If you have specific questions about the position, please email Christy Caldwell at: christy.caldwell@ecy.wa.gov. Please do not contact Christy to inquire about the status of your application.
The act of submitting application materials electronically is considered affirmation that the information is complete and truthful. The state may verify this information and any untruthful or misleading answers are cause for rejection of your application or dismissal if employed.
This is a position covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.
This recruitment may be used to fill other positions of the same job classification across the agency. Once all the position(s) from the recruitment announcement are filled, the recruitment may only be used to fill additional open positions for the next sixty (60) days.
The Washington State Department of Ecology 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, military spouses 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 (360) 407-6186. Applicants who are deaf or hard of hearing may call the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.