Forms & Records Analyst 3

State of Washington•Thurston County – Tumwater, WA

15h•Hybrid

About The Position

The Washington State Department of Transportation (WSDOT) is seeking a Forms & Records Analyst 3 to serve as the Construction Division’s subject-matter expert for records governance, archival management, and public disclosure response. In this role, you will oversee complex records programs supporting transportation construction projects, materials testing, geotechnical investigations, financial records, and other critical business functions. This position plays a key role in ensuring compliance with state records retention requirements, managing the lifecycle of both paper and electronic records, and supporting public transparency through effective records disclosure practices. You will develop and implement records management standards, provide expert consultation to staff and leadership, and help preserve information that supports WSDOT’s mission and long-term organizational history.

Requirements

Demonstrated skill in designing, organizing, and maintaining structured filing systems for high-volume paper and electronic records, including naming conventions, metadata structures, and document control practices that support retrieval and compliance.
Demonstrated knowledge of hybrid (paper and digital) records lifecycle management, including classification, retention, archival designation, preservation, and lawful disposition of records.
Demonstrated skill in interpreting and applying records retention schedules and disclosure requirements to complex and technical records.
Demonstrated skill in conducting comprehensive searches across multiple repositories, including shared drives, email systems, databases, and archived paper records.
Demonstrated skill in developing written procedures, guidance documents, and records management resources.
Ability to independently analyze public records requests and determine responsive records.
Ability to communicate records management requirements, expectations, and compliance considerations clearly to management and staff.
Ability to operate office technology and software used to manage, retrieve, and maintain records.
Actively demonstrates a commitment to learning and growth.
Takes action to meet the needs of others.

Nice To Haves

Familiarity with Washington State public records laws, records retention schedules, and statutory requirements governing public records.
Demonstrated knowledge of enterprise content management systems and automated retention technologies.
Demonstrated knowledge of change management principles related to records modernization initiatives.
Demonstrated skill in leading records management improvement initiatives.
Demonstrated skill supporting litigation holds or complex public disclosure responses.
Ability to develop long-term records modernization plans aligned with organizational goals.
Demonstrated proficiency using databases, records systems, and Microsoft Office applications to manage and analyze information.
Familiarity with Adobe products and electronic file formats such as PDF, JPG, and TIFF.
Ability to independently identify and resolve records system or database issues.
Ability to learn and adapt to evolving technology and software platforms.

Responsibilities

Manage complex construction, materials, geotechnical, payroll, financial, and reimbursable agreement records throughout their lifecycle.
Ensure the secure preservation, storage, and integrity of permanent and archival records in accordance with approved retention schedules.
Oversee records digitization efforts and perform quality assurance reviews to ensure accuracy and completeness.
Develop and maintain records systems that support audits, litigation holds, historical research, and public disclosure responses.
Analyze public records requests to determine scope, intent, and potentially responsive records.
Identify, locate, and collect records across paper files, electronic repositories, shared drives, email systems, and project databases.
Interpret and apply records retention schedules, statutes, and agency policies to technical and operational records.
Develop, implement, and maintain division-wide records management procedures, standards, and internal controls.
Conduct compliance reviews and recommend corrective actions to support adherence to records management requirements.
Provide consultation and technical assistance to staff and management regarding records management and disclosure requirements.