DSHS DVR Forms and Records Analyst 3

State of Washington•Thurston County – Lacey, WA

About The Position

The Forms and Records Analyst 3 serves as the Lead Records and Privacy Coordinator for the Division of Vocational Rehabilitation (DVR), coordinating complex records requests, legal discovery, records retention, and information-management activities. DVR provides individualized employment services, counseling, and support to people with disabilities. In this lead role within the Public Records Unit, the position formulates procedures and conducts records management and privacy coordination activities to mitigate risk. The role has delegated division-wide decision-making authority and analyzes, administers, oversees, and directs program activities related to public records and legal discovery. The position is DVR’s lead public records contact for field staff and provides division-wide guidance to staff and the public. It interprets applicable federal and state rules and policies for protecting, using, and releasing personal information, including requirements cited in the Rehabilitation Act and 34 CFR 361.38. The role coordinates requests under Washington’s Public Records Act, supports compliance with records-retention requirements, and serves as the primary link with the DSHS Public Records Officer and coordinators in other parts of DSHS. It is also the designated subject matter expert for litigation holds and related records collection and coordination with the Attorney General’s Office. DSHS states its vision is that people find human services to shape their own lives, supported by belonging, common purpose, shared values, and meaningful work. The agency seeks a commitment to fairness, access, and social justice in work supporting Washingtonians. A pre-employment background check, including criminal record history, may be conducted. The announcement may be used to fill multiple vacancies.

Requirements

Bachelor’s degree and two years of experience in forms and/or records management; alternatively, a high school diploma or equivalent and six years of experience in forms and/or records management.
Equivalent education and experience may substitute year for year.
A valid driver’s license is required for employees driving on state business.
Employees who drive a privately owned vehicle on state business must have liability insurance for that vehicle.

Responsibilities

Coordinate complex public records requests under Washington’s Public Records Act (RCW 42.56).
Interpret and apply federal and state rules and policies governing the protection, use, and release of personal information.
Provide division-wide guidance and information to DVR staff and the public.
Assist DVR staff in identifying records responsive to requests; identify and redact exempt information; provide records to requestors; and retain request-related records according to retention requirements.
Search, compile, organize, and scan responsive records for public disclosure and other records requests.
Review the validity of authorizations and monitor responses related to clients’ privacy rights.
Use identified DSHS software to search for and provide public records.
Implement and coordinate DVR’s public records program to ensure compliance.
Identify public-records-request problems and recommend practical solutions.
Assess training needs related to public records management.
Serve as the primary link between DVR and the DSHS Public Records Officer and coordinators in other parts of DSHS.
Prepare for and handle litigation-hold matters, issue litigation holds to appropriate staff, collect records relevant to litigation, and provide input and records to the Attorney General’s Office.
Act as the lead public records contact for DVR field staff to triage issues related to public records processes and procedures.
Formulate procedures and conduct records-management and privacy-coordination activities to mitigate potential risk.
Analyze, administer, oversee, and direct division-wide program activities related to public records and legal discovery.