Forms and Records Analyst 2

State of Washington•Spokane County – Spokane, WA

19h•Hybrid

About The Position

The Department of Ecology is hiring a Forms and Records Analyst 2 within the Eastern Region Office in Spokane, WA. This position plays a key role in supporting Ecology’s mission by ensuring that program records are well-managed, accurate, and accessible. It involves public disclosure work and regional records management responsibilities, focusing on information governance for the Eastern Region. The role requires detail-oriented tasks, problem-solving, and ensuring high-quality information is available for environmental decision-making. The analyst will be a central resource for staff across multiple environmental programs, gaining experience in public disclosure processes, handling confidential and sensitive information, and applying state laws and policies. Opportunities for growth include collaboration, training, and increasingly challenging assignments.

Requirements

Three (3) years of experience and/or education related to the duties of the position, such as administrative support, forms, and/or records management.
Ability to organize, maintain, and retrieve records to ensure staff can quickly access accurate and complete information when needed.
Ability to search across multiple systems and sources to find the right records so staff and the public receive the information they request.
Ability to create new records and enter information correctly to keep databases accurate and prevent duplication.
Ability to file documents and update records on a regular basis to keep information current, organized, and easy to locate.
Ability to recognize sensitive information and apply laws and procedures to protect records and ensure proper handling and disclosure.
Ability to communicate clearly with staff and the public to understand information needs and explain processes, requirements, or next steps.
Ability to organize tasks, track details, and work with multiple people and systems to ensure records and requests move through the process smoothly.
Ability to use the internet and Microsoft Office tools (including Outlook) to communicate, organize information, and complete work efficiently.
College-level coursework

Nice To Haves

Ability to understand and apply the Public Records Act ( RCW 42.56 ) and Model Rules ( WAC 44-14 ) to ensure accurate, timely, and legally compliant response.
Ability to search and query databases to locate accurate, complete information when responding to staff or public requests.
Ability to use electronic search tools and recordkeeping systems to locate, track, and manage information effectively.

Responsibilities

Review and process routine public disclosure requests, including researching, retrieving, organizing, and preparing responsive records; redacting exempt information; and creating exemption logs.
Assist staff in conducting thorough and defensible searches for responsive records, helping minimize agency risk while managing both sensitive and confidential requests.
Track and document public disclosure requests in the GovQA Public Records Request Center and the regional tracking database to support timely and accurate responses under statutory requirements.
Perform records management functions for all programs within the region, including maintaining, organizing, and reducing records; managing confidential and proprietary business information; and incorporating files into Central Files.
Coordinate and ensure records are systematically organized and preserved throughout their lifecycle so that Ecology can reduce the resources needed to manage information and better utilize environmental staff for environmental work.
Manage the transfer, retention, and disposition of paper and electronic records in alignment with state retention schedules, agency policies, and legal requirements.
Support improvements to regional records systems by identifying issues, proposing solutions, and assisting with the evaluation or implementation of electronic and automated records technologies.
Provide guidance, training, and onboarding to staff on records management practices and serve as backup to the Regional Records Manager and Public Disclosure Coordinator as needed.