Court Services Unit - Forms and Records Analyst 3 (FRA3) - Region 4/Seattle

State of Washington • King County - Seattle - Downtown Business, WA

5d • Hybrid

About The Position

The Department of Children, Youth, and Families (DCYF) is seeking an attention-oriented Forms and Records Analyst 3 (FRA3) to join our Court Services Unit in Region 4. This position reports to the Records & Discovery Manager and will be responsible for reviewing and electronically filing (e-filing) complex court petitions into the DCYF records management system and the King County Courts e-filing system. This position may travel to field offices and the Seattle and Kent courts to assist with records management and the processing of court orders. This position performs quality assurance tasks to ensure records are accurately indexed and stored, and manages multiple records requests and complex record projects. This position requires record searches in multiple systems including Famlink, WaCompass, ACT, and SharePoint. The Analyst will be expected to have advanced knowledge of all these systems to offset potential liability for the Department. This position is a specialist in DCYF's record management systems and business processes, works with limited supervision, and provides technical expertise and consultation to DCYF staff across the state regarding confidential information and records maintained by Administration Services. This position will conduct thorough searches for records to ensure all unaltered records are collected and maintained. This position is an expert in identifying, preserving, and protecting confidential and exempt information under the various federal and state laws governing DCYF and the children and families served by DCYF. This position will act as a consultant with management regarding record management practices, will e-file petitions, court orders, and process discovery of cases petitioned for Shelter Care and for cases in Shelter Care Status. Successful completion of this work will involve communication with the Region 4 Court Services Unit, Dependency Discovery Unit, field office staff, and legal parties.

Requirements

• High school diploma or equivalent AND six (6) years of experience in forms and records management, clerical duties associated with records management, public disclosure, paralegal, or customer service.
• OR Two years as a Forms and Records Analyst 2 (FRA2).
• OR A Bachelor's degree in paralegal, public administration, social services, business administration, accounting, industrial engineering or a related field AND two (2) years of experience in forms and records management, public disclosure, paralegal, legal assistant, clerical duties associated with records management, or customer service.
• An Associate's degree in paralegal, public administration, legal assistant, social services, business administration, accounting, industrial engineering, or a related field AND four (4) years of experience in forms and/or records management; public disclosure may be substituted, year for year, for the required education.
• The ability to take action to learn and grow.
• The ability to take action to meet the needs of others.

Nice To Haves

• Previously demonstrated experience with electronic court filing systems (e-filing).
• Good understanding of legal and court environments and deadlines.
• Previous work experience with DCYF administration records.
• Previous work experience using FAMLINK, WaCompass, ACT, AX, and SharePoint.
• Previous demonstrated working knowledge of DCYF policies, procedures, rules, and regulations.
• An advanced level of skill utilizing Microsoft Office Suite (Word, Excel, and Outlook).
• Previous demonstrated skills in attention to detail and excellent organizational skills.
• Previous work experience in identifying, preserving, and protecting confidential and exempt information under federal and state laws.
• Previous work experience managing multiple record requests and complex record projects.
• Advanced knowledge of multiple records management systems.
• Previous demonstrated skill and ability to interact professionally with internal and external customers.
• Previous demonstrated skill and ability to work in a high-volume, diverse, and stressful environment.

Responsibilities

• Review and electronically file (e-filing) complex court records.
• Provide direction to DCYF staff on preparing records for imaging and record retention.
• Assist staff in locating and accessing imaged records.
• Mitigate risks of court sanctions from poor record management or inaccessible records.
• Manage workflow and deadlines to provide timely and accurate responses.
• Maintain a highly organized and accurate record management system.
• Coordinate requests from the Dependency Discovery Unit.
• Respond promptly to special requests for records.
• Coordinate the pick-up of records from field offices.
• Utilize Famlink, WaCompass, ACT, SharePoint, and AX to verify the location or destruction of records.
• Provide technical assistance to staff, supervisors, and managers with identifying requested information.
• Research client history utilizing case management systems Famlink, WaCompass, and ACT.
• Conduct thorough searches for hard copy and electronic records regarding clients.
• Examine all information and records collected to ascertain if the record is complete or if information appears to be missing.
• Resolve issues regarding obtaining complete information and records with the manager or records officer.
• Prepare records for scanning & filing.

Benefits

• Public Employee Benefits Board (PEBB)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED