DSHS ESA Forms and Records Analyst 3 - Public Records Specialist

State of Washington • Thurston County – Olympia, WA

2d • Hybrid

About The Position

The Public Records Specialist position within the Economic Services Administration (ESA) of DSHS is responsible for managing and responding to public records requests. Working under the ESA Public Records Manager, this role processes requests from various sources, including media, attorneys, legislators, citizens, and clients, especially those that are high-profile or controversial. The specialist ensures compliance with relevant policies and regulations, utilizes expertise in ESA records management, and provides technical consultation to ESA managers and staff statewide. This role involves identifying and protecting confidential information, assisting requestors, identifying responsive records, redacting exempt information, and maintaining records in accordance with retention requirements. Additionally, the specialist advises on complex disclosure requests and collaborates with management and legal teams to analyze and decide on public records disclosures. This position offers a hybrid work arrangement, balancing home-based work with on-site duties at our office in Olympia.

Requirements

• Experience using large databases to retrieve information.
• Knowledge of state and federal laws regarding public disclosure, confidentiality, and legal principles of discovery, including privacy standards such as HIPAA.
• Proficiency with computer redaction software.
• Excellent written and verbal communication skills.
• Ability to work in an organized and professional manner with all types of requesters, staff, and the public.
• A Bachelor’s degree AND two years of experience in forms and/or records management, OR A High School Diploma or equivalent AND six years of experience in forms and/or records management.

Responsibilities

• Process and Respond to Public Records Requests: Document requests in the Agency Records Request Tracking System, assign tasks, clarify requests, and provide initial risk assessments.
• Correspondence: Communicate with requesters to clarify the scope and specific information, send timely responses, and document all communication to mitigate fines.
• Record Search and Collection: Identify and gather all relevant records using various systems and tools; assist managers and staff in locating information.
• Redact or Withhold Records: Review records for compliance with federal and state laws, including privacy regulations, and perform redactions; consult with legal and risk management as needed.
• Disclose Records: Release records and notify requesters of any withholdings, utilizing the tracking system to manage requests.
• Program Administration: Research and interpret state and federal regulations, assist in developing plans to reduce the risk of non-compliance, maintain relationships with stakeholders, and analyze data for process improvements.
• Management Consultation and Training: Coordinate with stakeholders, represent ESA in meetings, provide training on public records procedures, and stay updated on legal changes affecting ESA records.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level