Public Records Analyst

State of Washington•Thurston County – Tumwater, WA

2d•Onsite

About The Position

The Office of Secretary of State (OSOS) is seeking a Public Records Analyst, Program Specialist 3, for a Full-Time, Permanent position. This role reports to the Public Records Officer and is responsible for managing the public records program, responding to requests from the public, groups, or organizations, and assisting with records management for the Office. The OSOS offers diverse job opportunities in state government, focusing on elections, libraries, government records, and corporate registration. They are committed to employee growth, work-life balance, and core values of integrity, service excellence, visionary leadership, collaboration, and teamwork. Working in state government may also offer eligibility for the federal Public Service Loan Forgiveness program. The Operations Division, where this role resides, supports the Executive Office and other divisions through Public Records, Financial Services, Budget, Facilities, and Human Resources, aiming to ensure public access to information, protect financial resources, and develop its people.

Requirements

Three years of experience providing support to staff or a program including, but not limited to, using advanced analytical skills to interpret policy and instruct others on application of policies or procedures, representing a program or office to clients, interacting with external customers, and composing correspondence
Demonstrated organizational skills, including the ability to prioritize, coordinate, and simultaneously manage multiple projects with a high level of quality
Ability to efficiently use a personal computer and applicable software, including data bases, content management systems, and/or programs for identifying, collecting, and producing electronically stored information (ES) to successfully perform the essential functions of the position

Nice To Haves

Three years of experience providing support and responding to public disclosure requests in a government setting
Working knowledge of the Public Records Act RCW 42.56 and the Preservation and Destruction of Public Records RCW 40.14
Demonstrated ability to analyze and solve problems under highly stressful or adverse situations
Ability to perform public disclosure in a highly visible environment, and knowledge of exemptions, and withholding logs
Ability to maintain confidentiality and build trust across organizational boundaries.
Strong oral and written communication skills; ability to communicate effectively with clients, the Assistant Attorney General, and Executive Management

Responsibilities

Prioritizes, coordinates, and balances multiple public records requests.
Communicates with requestors and assists with defining the scope of records requests.
Provides technical assistance to staff and managers to identify requested information through electronic tools.
Searches for and gathers information and records using eDiscovery.
Communicates and meets with record custodians to facilitate timely responses to requestors.
Reviews, identifies, and redacts information across various media exempt from disclosure in accordance with state law.
Provides responsive records to requestors in accordance with RCW 42.56, the Public Records Act.
Processes requests from incarcerated individuals.
Maintains public records requests log.
Advises office staff at all levels on the retention, collection, and disclosure of public records.
Assists supervisor in all aspects of public records requests.
Consults with assigned Attorney General to respond to records requests as necessary.
Assists with the office’s preservation and destruction of public records program organization-wide and ensures compliance with RCW 40.14.
Ensures that all divisions properly maintain, store, retain, archive, and dispose of records in accordance with the state and agency’s record retention schedules.
Coordinates the retention, disposition, transfer, and disposal of office records; controls access to office records retained at the state records center; assists with liaison activities between divisions and the state records center.
Determines and provides the materials needed for individuals within the office to determine how records are classified and where they fall within the records retention manual.
Advises employees on records retention practices and responds to employee queries.
Develops training materials and delivers training on records retention/email management and policies and procedures to all divisions of the Office.
Trains Office staff at all levels on the retention, collection, and disclosure of public records.
Performs other duties as assigned.