Forms and Records Analyst
About The Position
The Office of the Secretary of State’s Corporations and Charities Division is hiring a full-time, permanent Forms and Records Analyst 2. The position analyzes and reviews documents related to public records maintenance and the registration, updating, and annual maintenance of business and nonprofit entities. It resolves records-related issues for the public, businesses, legal professionals, and government agencies, and helps ensure Division records meet operational policies and procedures. Reporting to the Corporations Records Program Supervisor, the analyst works with that supervisor and the Secretary of State’s Records Officer on records retention and public records requests involving the Division. The role reviews legal documents and records requests, maintains and improves data integrity, processes filings and payments, and supports customers through in-person, online, phone, chat, and email channels. Work is primarily in an office environment and includes occasional local and broader travel for meetings, trainings, and conferences.
Requirements
- Two years of experience in forms and/or records management, including experience such as using databases, queries, data-entry forms or reports; records-retention schedules; public records and disclosure; interacting with the public; or composing correspondence.
- Ability to efficiently use a personal computer and applicable software to perform the essential job functions.
- Ability to read and write English.
- Strong customer-service skills and the ability to communicate information verbally and in writing with external customers and people with diverse communication styles.
- Ability to work primarily in an office environment and sit at a computer for long periods.
- Ability to move and maneuver boxes weighing up to 30 pounds, with or without reasonable accommodation.
- Availability to work a designated shift within office core hours of 7:00 a.m. to 6:00 p.m.; some weekend work and occasional overtime may be required.
- Ability to travel occasionally for local meetings and trainings, and potentially to trainings and conferences within Washington and nationally.
- Candidates offered employment must have work authorization that does not require employer visa sponsorship now or in the future.
Nice To Haves
- Experience working in an electronic workflow environment.
- Ability to work with a high degree of accuracy and attention to detail.
- Experience with database queries, data-entry forms, or reports, including importing data, sorting records by multiple fields, locating records, and organizing records using specialized criteria.
- Experience using scanning software and tools.
- Experience applying knowledge of agency laws, regulations, and procedures to resolve inquiries, complaints, and problems while maintaining appropriate confidentiality.
Responsibilities
- Analyze and research records requests for the Corporations Records Program.
- Review complex data to verify compliance and the integrity of Corporations and Charities Division systems.
- Review and process submitted legal documents, determine whether statutory filing requirements are met, and provide follow-up to submitters.
- Maintain Division records and consult with the supervisor about records eligible for on-site retention; assist with records transfer and disposition.
- Maintain and modify complex data derived from system interdependencies, submitted legal documents, and stakeholder feedback.
- Independently review and respond to public and other records requests outside the Public Records team’s scope.
- Use the Corporations and Charities Filing System (CCFS), NextRequest Portal, Master Corporations Licensing System (MCLS), Domestic Partnership, International Student Exchange Agency (ISEA), and Atlas partner portal.
- Assist customers in person and through online filing, phone, chat, and email with records requests, certified copy requests, and filings.
- Review and process records requests and subpoena requests from city, county, state, and federal districts.
- Identify errors in business filing histories, collect data in CCFS, report system defects, and conduct data cleanup to ensure data integrity.
- Review and process filings submitted within Special Services and the Corporations Records Program.
- Analyze and respond independently to inquiries, complaints, and issues involving internal and external stakeholders.
- Prepare documents in person for the program database and process payments according to fiscal guidance.
- Review and process customer-submitted legal documents according to statutory requirements, business processes, policies, and guidance.
- Participate in special projects and cross-training within the Division, and perform other duties as assigned.
Benefits
- Potential eligibility for the federal Public Service Loan Forgiveness program.
- The office is committed to employee growth and work-life balance.
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What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
