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Forms and Records Analyst 1

Washington State Department of Ecology
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Please Note: The salary posted above does not include the additional 5% premium pay that this position will receive due to this position's location in King County.
         

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 Northwest Regional Office (NWRO) in Bellevue, WA has a Forms and Records Analyst 1 position open.
 
This position supports the mission by serving as one of four members of the Central Records Unit by providing support in:
 
Records Management
  • Ensuring that recorded information in all formats is managed systematically for efficiency and economy during its entire lifecycle, through creation, maintenance, use, and disposal. This results in getting the right information, in the right format, to the right people, at the right time.
 
Public Disclosure
  • Ensuring that all records are provided to the public upon request so that Ecology remains open and accountable to the public we serve.
  • Records and information are managed and accessible so that staff and managers have the information they need to make educated, thorough decisions in a timely manner.
  • Records are organized and copies are reduced to provide systematic control of records for their whole lifecycle. This results in Ecology using fewer resources to manage information and better utilization of staff to do environmental work.
  • Records are preserved, accurate, and authentic so they can serve as evidence in a court of law to enforce our actions, and enable Ecology to withstand a challenge.
 
We are looking for applicants who possess excellent people skills, the ability to: handle and recover from multiple interruptions, meet deadlines, remain organized, quickly assess a situation and make a decision, and the ability to communicate with a diverse audience. Creativity, positive energy, and the ability to work both independently and as a team are expected.
 
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

 
Ecology's Northwest Regional Office (NWRO) located in Bellevue provides core environmental and natural resources services to 7 northern interior counties in Western Washington. The office is one of four Regional Offices and serves as the base of operations for approximately 200 staff from multiple environmental programs. From this location, Ecology delivers a full spectrum of environmental services including air and water quality protection, water rights administration, toxic site cleanup, hazardous chemicals oversight, shorelines and wetlands protection, spill response, waste management, and environmental monitoring.
 
Some of the key work activities of the Forms and Records Analyst 1 position are:
 
Public Disclosure: Under the direction of the Public Disclosure Coordinator and in accordance with RCW 42.56  Public Records and WAC 44.14 Public Records Act – Model Rules, WAC 173-03 as well as Agency Policy 20-13, 20-13-01, 20-13-02, 20-13-01A and 20-12-01, this position assists with the following:
  • Receiving task assignments from the Public Disclosure Coordinator and/or the Public Records Office (PRO).
  • Ensuring that the public request is complete by the due date provided or works with the Public Disclosure Coordinator to provide an installment or request an extension.
  • Searching agency databases to locate records and work with staff to provide their electronic records to requestor.
  • Making appointments, pulling records and explaining the review process to requestors.
  • Making copies, scanning documents or creating an electronic file for requestor.
  • Closing request in the Public Disclosure Tracking System and ensuring provided files are documented in the R: drive relating to how Ecology responded to the request.
 
Records Management: Under the direction of the Records Manager and in accordance with Title 40 RCW Public Documents, Records and Publications, Chapter 434-662 WAC Preserving Electronic Records and Chapter 434-663 WAC Imaging Systems as well as Agency policy Managing Agency Records 20-10 and Preparing Ecology records for Storage 20-10-01, this positions assists with the following:
  • Creating new files and entering the data into the FileTrail bar code system database.
  • Filing hard copy materials brought in by staff alphabetically and numerically on shelves within the Central Records Unit.
  • Researching FileTrail, Facility/Site, ISIS or other related agency databases to determine if hard copy documents have an existing record or if a new record is needed.
  • Archiving records in accordance with the retention schedule following procedures for entering data into the CRIIS system.
 
 This is a non-permanent position that is expected to end 6 months after the date of hire.
 
This position will remain open until filled. The initial screening will be January 15, 2020. In order to be considered for the initial screening, please submit an application on or before January 14, 2020. The agency reserves the right to make an appointment any time after the initial screening date.

Please Note: The salary posted above does not include the additional 5% premium pay that this position will receive due to this position's location in King County.

Please do NOT include your salary history. Wage/salary depends on qualifications or rules of promotion, if applicable.
Qualifications

Required Qualifications:
 
An Associate's degree in business administration, accounting, industrial engineering, or a related field.
 
OR
 
A high school diploma or equivalent AND two (2) years of experience in forms and/or records management.

Must be proficient in the use of the internet, Microsoft Office Suite including Outlook.
 

Desirable Qualifications:
  • Knowledge of the Public Records Act (RCW 42.56) and the Model Rules (WAC 44-14).
  • Exceptional Customer Service.
  • Strong communication skills.
  • Strong coordination skills.
  • Ability to search and query databases.
  • Familiarity with electronic search record keeping systems and search tools/method.
  • Knowledge of the Preservation and Destruction of Public Records (RCW 40.14), Ecology's records management policy and procedures and the ability to explain and apply them appropriately.
  • Knowledge of agency applications and databases such as the Vault for email archiving or CRIIS to prepare records for storage and process for Records Center retrieval.
  • Knowledge of the centralized and decentralized filing systems of the office.
  • Must be thorough and meticulous with excellent recordkeeping skills.
  • Must use good judgment and critical thinking skills to organize and think through new information for evaluation, problem solving and analyzing public records requests.


Special Requirements/Conditions of Employment:
  • Must have a valid driver's license.
 
 
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:
 
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 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.

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.


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 send an email to Susanne Winter at: Susanne.Winter@ecy.wa.gov. Please do not contact Susanne 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.