Forms and Records Analyst 3

State of Washington•Clark County – Vancouver, WA

3d•Hybrid

About The Position

The Washington State Department of Transportation (WSDOT) is seeking a skilled professional to serve as the Southwest Region’s primary coordinator for public disclosure and legal records response, records governance and lifecycle management, and information management. This position plays an important role in ensuring agency records are accessible, accurate, effectively managed, and handled in accordance with applicable public disclosure and records requirements. Through consultation, training, and coordination with regional staff, this role promotes consistent records practices and supports informed decision-making across the region. By strengthening the integrity and lifecycle management of agency information, this position helps reduce organizational risk, maintain operational continuity, and support efficient business operations. This work contributes to WSDOT’s commitment to accountable, transparent, and reliable public service.

Requirements

Applied knowledge of records management principles, records retention practices, and public disclosure processes.
Demonstrated skill in researching, retrieving, organizing, and analyzing records from multiple sources to support business and legal needs.
Ability to interpret and apply laws, regulations, and policies related to public records and records retention.
Ability to analyze information, evaluate completeness, and support legally compliant decision making.
Ability to coordinate work across multiple stakeholders and manage competing priorities and deadlines.
Skill in written and verbal communication to provide clear guidance and respond to inquiries.
Ability to maintain confidentiality and exercise sound judgment in handling sensitive information.
Growth Mindset – Actively demonstrates a commitment to learning and growth.
Service-Oriented – Demonstrates a willingness to take action to meet the needs of others.

Nice To Haves

Familiarity with public disclosure processes within a governmental or large organizational setting.
Experience supporting records management, document control, or information systems.
Experience working with electronic document management or shared file systems.
Experience interpreting policies, procedures, or regulatory requirements in a business environment.

Responsibilities

Coordinate and manage public disclosure requests (PDRs), including determining scope, identifying records sources, tracking requests, and ensuring timely, compliant responses.
Research, retrieve, organize, and review records for completeness; identify records that may require redactions or exemptions and coordinate with Headquarters Public Disclosure staff.
Coordinate subpoenas, claims, litigation holds, preservation notices, and other legal records requests in accordance with agency procedures.
Advise staff and management on public disclosure, records preservation, retention, and compliance requirements.
Coordinate records inventory, classification, storage, retention, transfer, archiving, and disposition in accordance with approved retention schedules and agency policies.
Provide training and technical assistance on records management policies, procedures, and best practices.
Maintain and improve electronic document management systems, file structures, access protocols, document control, and records migration.
Collaborate with IT and program staff to improve records accessibility, workflows, operational efficiency, and risk management.