Public Disclosure & Records Information Management Coordinator (Forms & Records Analyst 3)

State of Washington•Lacey, WA

33d•Hybrid

About The Position

Keeping Washington Clean and Evergreen The Department of Ecology is hiring a Public Disclosure & Records Information Management Coordinator (Forms & Records Analyst 3) within the Toxics Cleanup Program (TCP). As the Public Disclosure and Records Information Management Coordinator for the Toxics Cleanup Program (TCP), you'll be a key player in ensuring that complex administrative, litigation, and public disclosure records are processed accurately and in full compliance with state requirements. You will manage and streamline both physical and electronic records systems, perform advanced searches across multiple databases, and uphold high-quality documentation and indexing standards. In addition to working with internal TCP staff, you'll also provide support to external partners and the public while offering expert guidance, training, and support on records management best practices. You will work with many different, diverse groups of individuals in both the disclosure and records management spheres. As a trusted subject matter expert, you will help strengthen the agency's transparency and efficiency through well-organized records production, effective retention processes, and timely, accurate disclosures. If you enjoy being a go-to resource, mastering diverse systems, and making a meaningful impact on how information flows across an organization, this position offers a dynamic and rewarding opportunity.

Requirements

Six years of experience and/or education as described below:
Experience with administrative support, forms, and/or records management. Experience must include demonstrated competence in the following areas:
Public records compliance and analysis - knowledge of laws and policies governing disclosure and retention, with the ability to interpret, apply, and advise on requirements.
Records management systems and tools - proficiency with electronic/cloud-based systems (e.g., Microsoft 365) for organizing, preserving, and retrieving records.
Communication and training - ability to explain technical and legal concepts clearly, provide staff training, and prepare accurate written guidance and correspondence.
Collaboration and problem-solving - skill in working with staff, management, and external parties to resolve complex disclosure and records issues.
Education: College level course work.

Nice To Haves

Knowledge and understanding of RCW 42.56 Public Records Law, RCW 43.21 A.160 Department of Ecology - Confidential, and WAC 44-14 Public Records Act - Model Rules.
Experience processing public disclosure requests under RCW 42.56 and similar public records laws.
Experience developing and delivering training programs on records management or disclosure compliance.
Familiarity with forms design, workflow analysis, or enterprise content management systems.
Experience coordinating with legal counsel, auditors, or regulatory agencies on records-related issues.

Responsibilities

Manage public disclosure requests in compliance with regulations and agency policies, from intake through closure.
Review, evaluate, and redact responsive records, applying exemptions and producing accurate, legally defensible work products.
Consult and coordinate with program staff, management, agency public disclosure officer, attorneys, and external interested parties on sensitive, privileged, or litigation-related disclosure issues.
Communicate with requesters to clarify scope, provide status updates, and facilitate on-site or electronic record reviews.
Track, document, and manage disclosure activities in Ecology platforms, and retain disclosure-related records in accordance with retention schedules.
Prepare and issue required correspondence (5-day letters, closure notices, invoices) in compliance with legal and agency standards.
Provide consultation and training to program staff on defensible record collection, disclosure compliance, and best practices.
Develop, maintain, and update disclosure-related guidelines, forms, and repositories to ensure consistent practices across the program.
Implement, manage, and maintain program records management systems, ensuring compliance with state statutes and agency policies for retention, disposition, transfer, and storage of manual and electronic records.
Apply technical expertise in records management systems, e-discovery standards, and forms design to analyze and resolve complex records issues.