Forms & Public Records Specialist

State of Washington•Clark County – Vancouver, WA

4d•$47•Onsite

About The Position

The Forms and Public Records Specialist plays a key administrative role in ensuring the agency’s documents, forms, and records are managed efficiently, compliantly, and securely. In collaboration with other relevant positions, this role provides administrative support and executes actions related to public records requests, in accordance with applicable laws and regulatory requirements. The role typically involves collaborating with employees and leadership members to ensure that records and forms systems align with CDHY’s operational and legal compliance needs.

Requirements

Ability to independently manage records throughout their lifecycle by organizing, categorizing, retrieving, securing, and disposing of complex paper and electronic records to maintain.
Ability to independently apply retention schedules, laws, and agency policies to organize, preserve, or dispose of records so the program stays fully compliant, and records remain accessible, protected, and legally managed throughout their lifecycle.
Ability to apply agency policies and state laws to ensure all records and disclosure work is fully compliant.
Ability to explain procedures, advise staff and managers to promote consistent records and forms practices.
Ability to use advanced search methods across Laserfiche, program databases, shared drives, Outlook email, and other systems to find records for complex tasks.
Ability to analyze complex records situations, system inconsistencies, and process gaps, and develop practical solutions or recommendations to ensure records are accurate, accessible, compliant, and support program decision-making.
Ability to communicate professionally in writing and in-person
Ability to manage multiple projects concurrently to achieve required timelines.
Ability and willingness to work with diverse groups of people.
Ability and willingness to work within a school environment serving students from grade Pre-K to post high school ages.
Ability and willingness to serve as a mandated reporter of child abuse and/or neglect.

Nice To Haves

Proficiency in American Sign Language (must be willing to learn).
Three or more years of working experience with records management, records retention, public records and/or electronic filing system management.
Professional working experience using Laserfiche systems.
Professional experience developing and providing training to employees.
Washington State Public Records Certification.

Responsibilities

Schedules and coordinates manual and electronic forms and/or records management services including files consulting, records retention scheduling, essential records scheduling, and similar services, in one or a group of organizational units and communicates record management needs with department personnel.
Reviews records retention schedules to ensure conformance with legal requirements and state and agency standards, procedures and policies.
Manages manual and/or electronic records retention, disposition, transfer, and storage systems and programs.
Designs and develops electronic forms, layout and screens; analyzes work plan and/or process to determine required data elements, screen and automation concepts; determines audit requirements.
Reviews and processes public record requests; assists in the development of public disclosure guidelines and training.
Develops and maintains forms web repository and web links.
Receives public records requests, assists requestor in defining the scope of records requested, assists staff in identifying records responsive to a request, identify and redact information exempt from disclosure, provides records to requestor, and retains records related to requests in accordance with records retention requirements.
Provides consultation and determinations on responses to discovery records requests.
Conduct records management workshops and similar instructional sessions and assists in the development of instructional materials.
Review, determine, and analyze potential applications of electronic, automated, micrographics and/or imaging technology and assist in performing analysis to determine the feasibility and/or benefits of converting information to alternative formats.