Forms and Records Analyst 2
Keeping Washington Clean and Evergreen
Protecting Washington State's environment for current and future generations is what we do every day at Ecology. We are 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, and believes in the fun factor, Ecology is a good fit.
The Water Resources Program Manager's Office in Lacey, WA is currently looking for a permanent Forms and Records Analyst 2. This position is designated as the Public Disclosure Coordinator for the WR program to coordinate, retrieve information, respond to and provide consultation to management regarding public records request under the Public Records Act. This position is also responsible for forms and records management for the Program and ensures compliance with State records management statues.
We are looking for applicants who possess excellent people skills, work well under deadlines and can work with a variety of internal and external customers to provide a high level of customer service.
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. Maybe you've seen some of our recent stories on Twitter, Facebook, Instagram or our blog.
To learn more about our agency, please visit our website at www.ecology.wa.gov.
Local efforts... Diverse people... Statewide impacts
Duties
The mission of the Water Resources program (WR) is to support sustainable water resources management to meet the present and future water needs of people and the natural environment, in partnership with Washington's communities.
Some of the key work activities of the Forms and Records Analyst 2 position are:
- Receives, reviews, and processes public records requests according to the Public Records Act.
- Responds to public disclosure requests from staff, other governmental agencies, and the public, coordinating with other Ecology staff and agency public disclosure officer from simple single documents to complex multi-office requests.
- Provides consultation to staff on responses to public records requests. Assists staff in identifying records responsive to a request.
- Assists requester in defining the scope of the records requests.
- Identifies and redacts Information exempt from disclosure, provides records to requester, and retains records related to request in accordance with the records retention requirements.
- Makes determination to allow or deny requests based on set guidelines.
- Assists with the development of public disclosures guidelines and trainings. Works on the Lean work group and participates on agency Public Disclosure Steering Committee to develop guidelines for when a PD request involves multiple regions and programs.
- Trains and oversees section secretaries to be back-up on PD requests.
- Assists staff in developing, organizing, and maintaining files using proper records management procedures.
- Uses CRIIS and other programs to research information.
- Reviews records retention and essential records schedule to ensure conformance with legal requirements and state and agency standards.
- Monitors and coordinates record transmittals. Maintains transmittals of archived records. Maintains listing of active records held in central file system for the program.
- Works with the management team to get cooperation to take care of the backlog of records and get them sent to the records center or to archives according to the retention schedule.
- Periodically reviews records retention and essential records schedules to ensure conformance with legal requirements and state and agency standards.
- Develops and maintains paper and electronic files and records management systems.
- Sets up resource mailboxes for staff to place e-mail and electronic files related to specific items like rule making and assists staff in organizing and centralizing records.
- Works with section secretaries in training staff on records management.
- Annually reviews the records retention schedule with the agency records manager for accuracy and may partner with on records inventories or essential records planning.
- Prepare or assist program staff in preparing records for storage at SRC.Manages complex manuals, electronic and automated forms and/or records management tasks such as helping to design, develop, determine, revise, and distribute forms while keeping within agency standards.
- Monitors and manages forms production.Maintains manual and/or electronic/automated forms.
- Serves as lead to the WR forms team to oversee the production of forms that fit agency standards for formatting and ease of use.
This recruitment will remain open until filled. The initial screening will be March 1, 2019. In order to be considered for the initial screening, please submit an application on or before February 28, 2019. The agency reserves the right to make an appointment any time after the initial screening date.
Qualifications
Required Qualifications:
An Associate's degree in business administration, accounting, industrial, engineering, or a related field and one year of experience in forms and records management.
OR
High School graduation or equivalent and three years of experience in forms and/or records management.
Desired Qualifications:
Highly experienced in Microsoft Office (Word, Outlook, Excel) is desired. Demonstrated ability for attention to detail and strong organizational skills.
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
Application Instructions:
In order to be considered, applicants MUST include the following documents as an attachment to their application:
- A cover letter describing how your experience, skills and abilities meet the required qualifications of this position.
- A resume outlining your professional experience.
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.
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 at (360) 407-6186.
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 call Human Resources at (360) 407-6186 or e-mail careers@ecy.wa.gov. Please do not call this number or 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 Terrie Fields at: Terrie.fields@ecy.wa.gov. Please do not contact Terrie 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 position is included in the Washington Federation of State Employees (WFSE) union bargaining unit for the Department of Ecology.
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 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.