Records and Public Disclosure Coordinator (Forms & Records Analyst 3) (In-Training)

State of Washington•Benton County – Richland, WA

9d•Hybrid

About The Position

The Department of Ecology is hiring a Records and Public Disclosure Coordinator (Forms and Records Analyst 3) (In-Training) within the Nuclear Waste Program. This position is located at the Richland Field Office in Richland, WA. Upon hire, you must live within a commutable distance from the duty station. A minimum of two days per week are required in the office, with the possibility of teleworking the other three days, except when additional in-person meetings or activities are required. Schedules are dependent upon position needs and are subject to change. This role will help ensure the program’s records are well-organized, accurate, and easy for staff to access. You will work closely with teams across the Richland Field Office to guide staff on how to properly identify and store records and follow retention schedules. You’ll also coordinate public disclosure requests, helping the public access information while ensuring the agency follows legal requirements. This position offers direct experience with records systems, electronic content management tools, and real-world regulatory work. You’ll work with environmental permitting and compliance documentation, support litigation hold and discovery efforts, and help strengthen records workflows. It’s an excellent opportunity to grow your expertise in records management, public disclosure, and information governance within Washington State government.

Requirements

Three (3) years of experience and/or education related to the duties of the position, which must include the following: Records Management – 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.
Retention & Governance – Ability to apply retention schedules and policies to properly organize, preserve, or dispose of records.
Records Research & Analysis – Ability to look through files and electronic information to find what’s needed and keep records organized.
Electronic Records Search – Ability to search electronic systems (Laserfiche, shared drives, Outlook email, program databases) to find routine agency records.
Database Filing & Cross-Referencing – Ability to enter information into records databases to make sure records are filed correctly and not duplicated.
Problem Solving – Ability to identify routine issues with records, databases, or filing processes and use guidance, established procedures, and available resources to resolve them so daily work continues smoothly and accurately.
Education: college-level coursework
Six (6) years of experience and/or education related to the duties of the position, which must include the following: Records Management – Ability to independently manage records throughout their lifecycle by organizing, categorizing, retrieving, securing, and disposing of complex paper and electronic records to maintain.
Retention & Governance – Ability to independently apply retention schedules, laws, and agency policies to organize, preserve, or dispose of records so the program stays fully compliant, and records remain accessible, protected, and legally managed throughout their lifecycle.
Policy & Legal Application – Ability to apply agency policies and state laws to ensure all records and disclosure work is fully compliant.
Training & Guidance – Ability to explain procedures, advise staff and managers to promote consistent records and forms practices.
Electronic Records Search – Ability to use advanced search methods across Laserfiche, program databases, shared drives, Outlook email, and other systems to find records for complex tasks.
Critical Thinking & Problem Solving – Ability to analyze complex records situations, system inconsistencies, and process gaps, and develop practical solutions or recommendations to ensure records are accurate, accessible, compliant, and support program decision-making.
Education: college-level coursework

Nice To Haves

Software & Technology Proficiency – Ability to use advanced features in Microsoft Office Suite and related applications (Outlook, Word, Access, SharePoint, Adobe, Laserfiche, ECM tools, and program databases) to organize, track, analyze, and deliver complex records efficiently and accurately.
Communication – Ability to communicate clearly and professionally, both verbally and in writing, to explain complex records or disclosure issues to non-technical customers and collaborate effectively with technical staff.
Records Knowledge – Ability to apply knowledge of public disclosure requirements, records management standards, and retention schedules to ensure records are compliant, accessible, and properly maintained throughout their lifecycle.

Responsibilities

Organize and maintain program records throughout their full lifecycle, reducing unnecessary copies to improve efficiency and support environmental staff.
Ensure records are properly managed and accessible so staff and managers have the information they need to make timely, informed decisions.
Create, label, audit, and reconcile files in the Central Files database, removing duplicates and ensuring proper organization.
Maintain and improve the Central Files database, including updating entries, correcting site names, and making format or function changes as needs evolve.
Manage the transfer of records on a regular basis to the State Records Center and dispose of paper and electronic records according to retention schedules, laws, and agency policies.
Support staff during onboarding and offboarding by reviewing and incorporating their records into the established filing system.
Use Electronic Content Management (ECM) software, such as Laserfiche, to manage and store program records.
Review, track, and process public disclosure requests, including locating records, redacting exempt information, and ensuring responses meet legal requirements.
Assist with litigation holds and discovery efforts by identifying and retrieving records needed for legal or regulatory actions.