Forms And Records Analyst 3

State of Washington•Thurston County – Lacey, WA

2d•Hybrid

About The Position

The Washington Utilities and Transportation Commission (UTC) seeks to fill the role of Forms and Records Analyst 3 within the Records Management section of the Administrative Services Division. This is a non-permanent appointment and is expected to last up to 12 months. This position serves as a records specialist across multiple systems including case management, CRM Dynamics, SharePoint, electronic tariff systems, and GovQA. The incumbent ensures accurate integration, coordination, and compliance across platforms. The role requires advanced knowledge of the commission’s regulatory frameworks, procedural rules, and public disclosure obligations. Although this is a hybrid opportunity, the successful incumbent must reside within Washington state and must be available to report to the Lacey, Washington headquarters building when needed. Local travel, mostly within Thurston County, may be required to attend training and meetings.

Requirements

Option 1: Four (4) years of experience performing two (2) or more of the following: Coordinating or administering records management programs in a regulatory or legal environment, including records retention, access, and statutory compliance. Interpreting and applying complex statutes, administrative codes, or regulatory requirements to ensure compliance with filing, disclosure, or procedural rules (such as RCW, WAC, or similar regulatory frameworks). Reviewing regulatory or legal filings to determine completeness, accuracy, and compliance; identifying deficiencies; and determining corrective actions. Providing authoritative guidance to internal staff, regulated entities, or the public regarding records access, public disclosure obligations, or regulatory procedural requirements. Managing records across multiple electronic systems (e.g., case management systems, CRM platforms, document management systems, electronic filing systems, or public disclosure platforms) and ensuring integration, accuracy, and compliance across platforms.
Option 2: One year of college coursework in business administration, public administration, law, public health, health administration, or a closely allied field. AND Three (3) years of experience performing two (2) or more of the duties in Option 1.
Option 3: A bachelor's degree or higher in business administration, public administration, law, public health, health administration, or a closely allied field. AND One (1) year of experience performing two (2) or more of the duties listed in Option 1.
Qualifying experience must demonstrate independent judgment, interpretation of complex regulatory or statutory requirements, and responsibility for ensuring compliance in a regulatory, legal, or public-sector environment.
Experience will include practical skills in MS Excel for spreadsheet creation, development and management, database management, MS Word for document creation and formatting, and Microsoft Outlook or similar email systems for electronic correspondence.
Demonstration of Equity Competencies: The ability to take action to learn and grow: Takes responsibility for knowing their own strengths and weaknesses and uses their learning to make government programs and processes more efficient and effective to serve all in Washington.
The ability to take action to meet the needs of others: Flexible, adaptable, customer-service focused, and willing and able to empathetically respond to the unique needs of the people they work with and serve.
UTC Core Competencies (expected of all employees): Accountability, Measuring Success and Improvement, Customer Focus, Results Focus, Communication Skills, Adaptability/Flexibility, Self-Development, Continuous Process Improvement.

Nice To Haves

Document/Records Management - Collects, organizes, reviews and stores documents, using numeric or alphabetical filing systems, electronic filing methods, and barcode tracking software; Updates and maintains complete records, applications, and files.
Confidentiality - Able to maintain the confidentiality of information accessed or discussed in performing the work of this position.
Research/Analysis - Uses data and information in a clear and rational comprehensive manner to assess and understand issues, identify and evaluate options when processing legal document submissions. Uses judgment and expertise to verify completeness and compliance to rules and regulations before processing.

Responsibilities

Analyze, process, and manage incoming regulatory filings and associated records across multiple industries and systems, ensuring compliance with statutory, regulatory, and procedural requirements.
Coordinate the day-to-day production, access, distribution, maintenance, and integrity of manual and electronic public records, including creating and managing records in alternative electronic formats (e.g., Adobe PDF).
Establish rulemaking and adjudicative dockets at the request of administrative law division staff and ensure accurate records creation within the case management system.
Review filings for compliance with Title 80 and Title 81 RCW, WAC 480-07, and applicable filing rules; identify deficiencies; determine corrective actions; and communicate requirements to regulated entities.
Coordinate daily receipt, review, and distribution of legal documents for all regulated companies involved in agency proceedings.
Interpret and apply procedural rules, prehearing orders, and statutory requirements to determine filing compliance and service obligations.
Communicate with parties regarding filing deficiencies and required remedies, exercising independent judgment within established rules.
Ensure accurate and timely distribution of documents to commission staff and appropriate parties.
Formally process public records requests and coordinate records retrieval, disclosure, and compliance activities in accordance with the Public Records Act and agency policy.
Provide administrative and records support for Commission Open Meetings and hearings, ensuring accurate documentation and records integrity.
Provide coverage at the records counter and main phone line, coordinate visitor access, and notify staff of incoming deliveries in compliance with agency security and procedural protocols.