Forms and Records Analyst 3

1 month ago

Olympia, Washington, United States State of Washington Full time
Job Summary

We are seeking a highly skilled Forms and Records Analyst 3 to join our team. As a key member of our administrative services team, you will be responsible for providing expert knowledge of Chapter 42.56 RCW, Public Records Act, and applicable rules to analyze responsive records and redact information appropriately. You will serve as the initial contact for public records requests, generate exemption logs for withheld reports and redactions as needed, and use independent judgment to analyze, understand, coordinate response, track progress in fulfilling requests, assemble, prepare, and review records while independently and accurately applying redaction and seeking assistance and guidance where appropriate.

Responsibilities
  • Achieve and maintain expert knowledge of Chapter 42.56 RCW, Public Records Act, and applicable rules.
  • Act as the initial contact for public records requests and generate exemption logs for withheld reports and redactions as needed.
  • Use independent judgment to analyze, understand, coordinate response, track progress in fulfilling requests, assemble, prepare, and review records while independently and accurately applying redaction and seeking assistance and guidance where appropriate.
  • Correspond directly with people requesting public records in a timely manner as required under the Public Records Act, including initial acknowledgment and any follow-up communication with requesters.
  • Educate citizens on the availability of specific information and processes by which records can be obtained.
  • Prepare records for inspection and supervise onsite file reviews.
  • Coordinate electronic searches within eDiscovery, Salesforce, Box, and other agency internal applications.
  • Manage records to include but not be limited to electronic records per the PLIA Specific Retention Schedule and State General Retention Schedule.
  • Review records retention and essential records schedules to ensure conformance with legal requirements and state agency or institution standards.
  • Assist with preparing and sending agency records to the State Records Center and the Washington State Library for storage or preservation.
Requirements
  • A Bachelor's degree in business administration, public administration, law, or a closely allied field.
  • Two or more years of experience in public records disclosure or conducting research and analyzing policies, laws, rules, or regulations.
  • Working knowledge of the Public Records Act (chapter 42.56 RCW) and applicable rules.
  • Strong customer service, communication, and analytical skills.
  • Flexible, open to change, and ability to work effectively in a team environment.
  • Knowledge of government administrative structure at local and state levels.
  • Ability to multi-task in a fast-paced environment.
  • Ability to interpret and apply applicable rules, regulations, and policies.
  • Ability to learn and understand the language and concepts of PLIA's culture and commit to being a part of creating and maintaining a diverse, equitable, respectful, and inclusive workplace.
  • Ability to deal with stress and difficult clients.
  • Ability to maintain strict confidentiality and ethical behavior at all times.
Preferred Qualifications
  • Three or more years of experience in records management or disclosure of public records, or similar position.
  • Knowledge and understanding of chapter 40.14 RCW, Preservation and Destruction of Public Records.
  • Completion of Washington Public Records Act Training.

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