Records and Public Disclosure Coordinator (Forms and Records Analyst 2)

at  State of Washington Dept of Ecology

REQUIRED QUALIFICATIONS:

Years of required experience indicated below are full-time equivalent years. Full-time equivalent experience means that any experience where working hours were less than 40 hours per week will be prorated in order to meet the equivalency of full-time. We would calculate this by looking at the total hours worked per week, divide this by 40, and then multiply by the total number of months worked. Examples of the proration calculations are:

• 30 hours worked per week for 20 months: (30/40) x 20 months = 15 months full-time equivalent
• 20 hours worked per week for 12 months: (20/40) x 12 months = 6 months full-time equivalent

A TOTAL OF THREE YEARS OF EXPERIENCE AND/OR EDUCATION AS DESCRIBED BELOW:

• Experience: in forms and/or records management
• Education: involving a major study in business administration, accounting, industrial engineering, or a related field
  See chart below for a list of ways to qualify for this position:

YEARS OF REQUIRED EXPERIENCE AS LISTED ABOVE.

Combination 1
High School Diploma or GED.
3 years of experience
Combination 2
I have 30-59 semester or 45-89 quarter credits.
2 years of experience
Combination 3
I have 60-89 semester or 90-134 quarter credits (AA degree).
1 year of experience
Combination 4
90-119 semester or 135-179 quarter credits, Bachelors degree or above.
no experience needed

DESIRED QUALIFICATIONS:

We highly encourage you to apply even if you do not have some (or all) of the desired experience below.

• Proficient in the use of computers, including the use of Microsoft Office 365 products: Word, Excel, PowerPoint, SharePoint, Teams, and Outlook, as well as the ability to create and maintain individual calendars and team calendars.
• Knowledge of E-Discovery and Optical Character Recognition for searching.
• 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, return to incomplete tasks and meet deadlines.

Note: Having some (or all) of this desired experience may make your application more competitive in a highly competitive applicant pool.

WHAT MAKES THIS ROLE UNIQUE?

In this role, as the state and management of records changes into a more virtual world, you will have the opportunity to creatively problem solve, and build the program’s best practices and processes. You will provide asset management through records retention, public disclosure, and related customer service. You will interact with Shorelands & Environmental Assistance (SEA) program staff, agency Public Disclosure and Records leads, SEA program administrative team, and the general public.

WHAT YOU WILL DO:

• Manage day-to-day delivery, distribution, access, maintenance, and overall management of Headquarters (HQ) SEA program files and records.
• Ensure that records are maintained consistent with agency and program retention schedule, and records laws and rules.
• Process and respond to all public disclosure requests for HQ SEA program.
• Determine the nature of the public disclosure request, informational or records request, informal or formal, and then research and locate appropriate documents and materials.
• Assist the public by directing informational requests to the appropriate program, web pages, or staff.
• Manage the publications process for the SEA program, including accessibility review, use of appropriate templates, and assignment of publication numbers.