Forms & Records Analyst Supervisor

State of Washington•Pierce County – Tacoma, WA

1d•$5,990 - $8,055•Hybrid

About The Position

This position provides oversight of the Department’s records management practices. You’ll review and apply appropriate records management techniques for records related to incarcerated and supervised individuals, as well as administrative records, while providing guidance and support to agency staff. This position ensures records management practices align with established statutes and requirements set by the Washington Secretary of State, applicable state and federal laws, and DOC policies. You’ll help promote consistent practices, support compliance, and provide expertise that helps the Department effectively manage and protect its information. Your leadership and attention to detail will help safeguard critical agency records, strengthen information governance, and ensure DOC meets its legal and operational responsibilities. Join a team where your expertise directly supports the Department’s mission and contributes to public safety.

Requirements

Three years of experience in Records Management
One year of supervisory experience or lead experience
Three years of experience effectively communicating with coworkers, direct reports, the public, and other state agencies
Three years of experience analyzing and solving problems under stressful or adverse circumstances
Valid driver’s license required for driving state cars

Nice To Haves

A Bachelor’s degree involving major study in records management, information governance, public administration, or closely related field
Knowledge of incarcerated/supervised individual electronic file and Offender File Tracking System (OFTS)
Three years or more experience working with Incarcerated Individual Central and Field Files
One year or more experience drafting and updating training material
A demonstrated ability to be respectful and maintain confidentiality.

Responsibilities

Assisting Agency Records Officer in managing the agency records management function to include: Verifying incarcerated/supervised individual electronic file and Offender File Tracking System (OFTS) archiving information
Manage storage and retrieval of archived files
Oversight and processing of incarcerated/supervised individual records by analyzing and reviewing all pertinent forms and records within their files and entering appropriate data into electronic file and OFTS databases
Serving as primary contact for researching and locating lost or misdirected agency files
Assisting the Records Officer in the planning, developing and administration of the records management functions which could look like: Assisting in the developing and maintaining retention schedules, both general and DOC unique
Assisting in the revision and updating of DOC retention schedule
Acting as liaison with the State Archivist and the State Records Center staff
Assisting in developing and updating Records Management procedures and training material
Supervising the workflow of the Forms and Records Analyst 3 (FRA3) and the Office Assistant 3 (OA3) positions
Completing special projects and other duties as assigned

Benefits

Comprehensive family insurance for medical, dental, and vision
Remote/telework/flexible schedules (depending on position)
Up to 25 paid vacation days a year
8 hours of paid sick leave per month
12 paid holidays a year
Generous retirement plan
Flex Spending Accounts
Dependent Care Assistance
Deferred Compensation
3 days of bereavement leave (for Teamsters 117 represented positions)
PERS: State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs.