Dependency Discovery 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 Dependency Discovery Unit, responsible for processing and handling requests for discovery and the redaction of records for DCYF - Region 4. This position is a specialist in DCYF's discovery policies, records management systems, and business processes. This FRA3 will work with limited supervision and provide technical expertise and consultation to DCYF managers regarding the release and exemption of confidential information and records maintained by the department. This position supports DCYF's records management system and reports to the Discovery Unit Supervisor. This position is responsible for coordinating the imaging of client and administrative records into the agency’s electronic records storage system, ApplicationXtender (AX), and managing multiple record requests and complex record projects, which require record searches in multiple systems. This position will be expected to have advanced knowledge of systems to offset potential liability for the Department. This position performs quality assurance tasks to ensure records are accurately indexed and stored; serves as a specialist in records management systems and business processes; provides technical expertise; and consults staff across the State regarding confidential information and records. This position will conduct thorough searches for records to ensure records are collected and maintained. This FRA3 position is an expert in identifying, preserving, and protecting confidential and exempt information under Federal and State laws governing DCYF and the children and families DCYF serves. This position will serve as a consultant to management on records management practices.

Requirements

Equivalent combination of education and experience totaling six (6) years 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 law, paralegal, social services, business administration, accounting, or a related field AND two (2) years of experience in forms and records management, public disclosure, or other clerical duties associated with records management or customer service.
OR An Associate's degree in law, paralegal, social services, business administration, accounting, or a related field AND four (4) years of experience in forms and records management, public disclosure, or other clerical duties associated with records management or customer service.
AND The ability to take action to learn and grow.
The ability to take action to meet the needs of others.
Experience in paralegal, forms and records management, or public disclosure may be substituted, year for year, for the required education.

Nice To Haves

Previous work experience with the Public Records Act and/or discovery processes.
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

Redact complete files in accordance with the redaction rules and all relevant RCWs as well as Federal laws and policies such as HIPAA.
Prevent fiscal sanctions to the Department by responding in a timely and accurate manner to all Discovery requests from Social Service Specialists, the Attorney General's office, and the courts.
Access the Agency Records Tracking System (ARRTS) program to determine the status of the request.
Determine the protected and confidential information contained in the file.
Redact files in accordance with redaction rules, laws, and policies.
Manage and gather records in response to discovery requests from the Washington State Attorney General’s office, attorneys, and internal DCYF employees.
Receive requests for redaction from field office personnel.
Accurately communicate record management policy and procedures to DCYF staff.
Document the requests in the regional tracking systems (ARRTS, Smartsheet) for tasks to be performed.
Upload redacted files into Application Extender.
Provide direction and consultation to DCYF staff on preparing records for imaging and record retention.
Send written responses to the requesting office when redactions are complete and the files are ready for distribution.
Process and handle requests for Discovery in agency litigation.
Mitigate the risk of court sanctions from improper record management or inaccessible records.