Records and Operations Support Coordinator (Forms & Records Analyst 3)

State of Washington•Thurston County – Lacey, WA

6d•Hybrid

About The Position

The Department of Ecology is hiring a Records and Operations Support Coordinator (Forms & Records Analyst 3) within the Water Resources Program. This role supports every aspect of the Water Resources Program's work by maintaining records, spearheading efforts to continuously improve records management processes, and directly assisting staff with records questions and training. Additionally, the position serves as a direct link between program staff and outside parties for the collection of fees, ensuring correct invoicing and start-to-finish customer support.

Requirements

Six years of experience and/or education related to the duties of the position.
Ability to communicate clearly to ensure accurate understanding and coordination.
Ability to analyze issues and workflows to recommend practical improvements.
Ability to explain procedures, advise staff and managers to promote consistent records and forms practices.
Ability to learn quickly, ask questions to understand more, stay curious, adapt to complex situations, try new approaches, communicate constructively, and deliver results in challenging circumstances.
Ability to manage records throughout their lifecycle to maintain compliance and ensure usability, including ability to use electronic records and database tools to organize, track, and retrieve information.
Ability to review records and practices to ensure accuracy and adherence to requirements.
Ability to apply retention schedules and policies to properly organize, preserve, or dispose of records.
Ability to streamline forms and workflows to improve efficiency and reduce errors.
College-level coursework in records management, information governance, information policy, business, public records, law, public administration, or closely related field.

Nice To Haves

Experience with State of Washington records management practices and payment systems such as Eco e-Pay and eHub CRIIS, SharePoint, Outlook, Laserfiche, GIS database tools, and scanning software.
Ability to respond promptly, resolve questions, and work effectively with customers and staff to support smooth processes.
Ability to locate, organize, and maintain accurate electronic files, public records, and onboarding/offboarding documentation to meet legal and retention requirements.
Ability to assess fees, prepare invoices, and resolve account issues to ensure accurate billing and timely payments.
Ability to prioritize tasks, manage deadlines, and complete work efficiently.
Ability to use Word, Excel, Outlook, Teams, SharePoint, and Access to support daily operations.

Responsibilities

Ensure systematic control of records throughout their lifecycle.
Identify issues and opportunities to improve efficiency and accuracy within program records-related workflows.
Act as liaison to the agency’s Information Governance function, providing input and recommendations on records and information management (RIM) policies, procedures, resources, and initiatives.
Assist staff with developing, updating, and publishing forms.
Ensure proper invoicing and tracking of program flat fees for which electronic payment is requested.
Oversee the collection of statutorily mandated fees from hydropower producers.