Forms & Records Analyst 3 – Public Records Coordinator – Permanent – *13306-22: Olympia, WA

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Agency

Department of Fish & Wildlife

Location

Olympia, Washington

Job Category

Full time Positions

Salary

$3,821.00 - $5,013.00 Monthly

Start Date

10/16/2022

Last Date to Apply

09/27/2022

Website

https://www.governmentjobs.com/careers/washington/jobs/3721856/forms-records-analyst-3-public-records-coordinator-permanent-13306-22

Description

FULL-TIME/PERMANENT PUBLIC RECORDS COORDINATOR FORMS & RECORDS ANALYST 3 (FRA3) Director’s Office Olympia, Washington This position contributes to DFW’s mission by fostering public confidence through transparency and ensuring that the public has timely access to relevant information. The FRA3 will follow already established records management activities involving records/data inventory, retention, and disposition of records in conjunction with RCW 40.14, the State Records Committee and the State Archives. This position will strive to preserve records with archival and historical value through specialized records projects in coordination with the Agency Records Officer. In this dynamic role, you will provide consultation on various records management issues. With your experience, you will provide guidance regarding retention schedules. DUTIES Our Public Records Coordinator, Plans and recommends data disposition according to the agency’s approved records retention schedules. This includes the State General Records Retention Schedule and the WDFW Unique Retention Schedule. Coordinates and collaborates with the Records Officer, State Records Center, State Archives, and other agencies to ensure agency compliance and best practices. Performs all duties associated with supporting the position of Records Officer as described in RCW 40.14.040. Monitor agency public records requests and litigation holds in relation to information disposition activities. Supports records management for transitional staff records as a result of the agency’s architecture updates. Specifically, off-boarding employee records, legacy records, and electronic data management. Utilizes technical knowledge to support legacy records formatting. Schedules, coordinates, and facilitates access to records management/retention training for staff in support of the Records Officer. This promotes a greater understanding of record retention and management best practices requirements. Performs clean-up projects. Provides consultation on various record management issues. Acts as Records Management Supervisor’s delegate in their absence. WORKING CONDITIONS: Work Setting, including hazards: Working environment is a busy office setting. Varying degrees of activity occur in the common areas during working hours. Tasks will involve standing or sitting for long periods of time and working on a computer. Incumbent must be able to work amid distraction. This position is exposed to graphic photographs of wildlife and other field activities. Employee must be able to work independently, exercising initiative and good judgment; must be self-motivated and self-directed. Schedule: This position normally works 8-5, Monday-Friday but may be required to work occasional weekends and evenings, depending on workload. Some overtime may be required on short notice. Travel Requirements: Some travel may be required throughout the State. Tools and Equipment: Computer hardware and software; general office equipment. Customer Interactions: Quality customer service is integral to success in this position; frequent interaction with members of the public and with WDFW staff.

Qualifications

REQUIRED QUALIFICATIONS: Associate degree and four (4) years of experience with records management archives, records management, file clerk library science, business administration, forms management, or a closely related field. Or High school diploma and five (5) years of experience managing public records for a governmental agency. Or Equivalent education/experience. In addition to the above: Minimum of two (2) years’ experience working with sensitive, confidential, and/or personally identifiable information. License: Valid driver’s license. Ability to: Pass a background check and complete fingerprinting to obtain CJIS Level 2 certification per WDFW POL 8640.02 (training provided). Knowledge of and proficiency in: Records management for a State, Local, or Municipal government agency OR equivalent experience in a private organization. Familiarity with: Interpreting and/or researching an organization’s records retention schedule and policies. Managing large data sets with simple databases and queries. PREFERRED QUALIFICATIONS: Bachelor’s degree and two years of experience with records management archives, records management, library science, business administration, forms management or a closely related field, OR a high school diploma and three years of experience managing public records for a governmental agency OR equivalent education/experience. Knowledge and proficiency with RCW 40.14 (Records Officers-Designation-Powers and Duties), Washington State Government General Records Retention Schedule and RCW 42.56 (Public Records Act). A Certificate in Records Management or closely related practice (IGP, CIP, GARA, CRA, CRM, WAPRO). Experience conducting search, review, using retention labels, and disposition of records within the Microsoft O365 suite of software including Word, Excel, PowerPoint, SharePoint, OneDrive, Access, and Outlook. Experience or knowledge of Enterprise Content Management (ECM), electronic records management (ERMS), electronic document management (EDMS), and/or similar document lifecycle software. CONDITION OF EMPLOYMENT: As a result of Gov. Jay Inslee’s Proclamation 21-14 (Download PDF reader) issued on August 9, 2021, all Washington State Agencies are requiring employees to be fully vaccinated with the COVID-19 vaccine as a condition of your employment. Pursuant to this mandate, you will be required to provide proof of vaccination as a part of the hiring process. Please do not upload your vaccination documentation with your application materials - your vaccination status will be verified by your supervisor prior to your first day of work. Exemptions may be granted for religious or medical purposes. Supplemental Information Please note: Failure to follow the instructions below may lead to disqualification. In order to successfully apply for this position, you MUST complete your profile at www.careers.wa.gov and attach the following to your profile before completing the online application: A current resume. Three professional references. IMPORTANT NOTES: The Department of Fish and Wildlife’s priority during the Covid-19 health crisis is to keep our staff, candidates, and the public safe. We are hiring and encourage you to apply to open positions. We have transitioned to a virtual recruitment process, to include web-based interviews. All new employees must complete an Employment Eligibility Verification Form (I-9 Form) on their first day of work. If hired for this or any position at WDFW, you will be required to provide documentation proving you are eligible to work in the United States. For a list of acceptable documents, please use the following link: https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents JOIN THE WDFW TEAM: Learn about our agency and the perks of working for WDFW! The Washington Department of Fish and Wildlife has some of the most talented people in the natural resource field. We celebrate and value diversity, appreciating that a workforce composed of those from different backgrounds and experiences creates an inclusive environment, strengthens positive relationships with the local community, and brings new perspectives and approaches to fulfilling the agency’s mission. We value demonstrated skill in living WDFW values of Accountability, Service, Professionalism, Integrity, Respect, and Empathy (ASPIRE). WDFW 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, Combined Fund Drive, SmartHealth. UNION - WFSE: This position is covered by a collective bargaining agreement between the State of Washington, Department of Fish and Wildlife and the Washington Federation of State Employees (WFSE). This recruitment may be used to fill positions in addition to those listed. Yes Vets - Say yes to those who served. Diversity, Equity, and Inclusion Employer VETERAN PREFERENCE NOTICE: To take advantage of veteran preference, please do the following: Email a copy of your DD214 (Member 4 copy), NGB 22 or USDVA signed verification of service letter to [email protected]. Subject line should include recruitment number, position, and Vet (for example: #10155 Biologist 1 – Veteran) Include your name as it appears on your application in careers.wa.gov. MILITARY SPOUSE PREFERENCE NOTICE: To take advantage of military spouse preference, please do the following: Notify us of your military spouse status by email at [email protected]. Subject line should include recruitment number, position, and MS (for example: #10155 Biologist 1 – MS) Include your name as it appears on your application in careers.wa.gov. Note: Please blackout any PII (personally identifiable information) data such as social security numbers. For further information, please contact us at [email protected]. As part of WDFW’s efforts to advance respectful and inclusive work environments, the Agency expects inclusivity as part of our professional interactions and communications. Therefore, we want to ensure that all individuals feel welcome, are treated fairly and respectfully. All staff are empowered to fully contribute to serving their work unit, Agency, and the citizens of Washington. The Department of Fish and Wildlife 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, disabled and Vietnam era veterans and people of all sexual orientations and gender identities are encouraged to apply. Persons needing accommodation in the application process or this announcement in an alternative format may call (360) 902-2276 or the Telecommunications Device for the Deaf (TDD) at (800) 833-6388. If you are having technical difficulties creating, accessing, or completing your application, please call NEOGOV toll-free at (855) 524-5627 or [email protected].

Contact Person

Cheri Weld

Contact eMail

[email protected]

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