DSHS ESH Records Management Specialist

State of Washington • Spokane County - Medical Lake, WA

2d • Onsite

About The Position

We have an exciting opportunity for a Records Management Specialist to join our Compliance team at Eastern State Hospital. This is an ideal role for an expert who wants a unique opportunity to shape programs that directly impact government transparency in a public healthcare setting. You will thrive by building and bolstering existing electronic and paper records systems, becoming a recognized leader among our records team. This is a full-time, on-site position located in Medical Lake, WA. This opportunity offers a rare chance to sit at the intersection of public disclosure, records management, discovery, and privacy. You will have the clinical and administrative backing to build an electronic records program from the ground up, interfacing regularly with hospital leadership, agency subdivisions, and external legal entities.

Requirements

• Deep experience in records management and deadline-driven records request processing.
• Expert-level understanding of the Washington State Public Records Act (RCW 42.56) and records retention laws (RCW 40.14).
• Exceptional attention to detail, time management, and professional judgment regarding highly sensitive and confidential matters.
• The ability to communicate effectively and manage multiple competing priorities in a high-volume, psychiatric hospital environment.

Nice To Haves

• A paralegal certification or a public records certification (such as from the Washington Association of Public Records Officers) is preferred.

Responsibilities

• Independently navigate, research, and respond to complex public records requests, subpoenas, and discovery orders.
• Oversee inactive, non-patient paper records by determining retention schedules, tracking disposition, and coordinating transfers to the State Records Center or Archives.
• Develop a cohesive, centralized staff resource and compliance guide for both paper and electronic records management.
• Utilize specialized software (Office 365, cell phones, social media) to coordinate electronic record searches and establish search terms.
• Educate and consult with hospital staff and executive leadership regarding legal compliance, retention, and storage methods.
• Directly supervise and review the work of a Forms and Records Analyst 2 (FRA2), including verifying the redaction of responsive records.

Benefits

• The Department of Social and Health Services’ (DSHS) vision that people find human services to shape their own lives requires that we come together with a sense of belonging, common purpose, shared values, and meaningful work.
• It is crucial to our agency’s vision that you bring fairness, access, and social justice commitment to your work with DSHS.
• We strive to support all Washingtonians, including Black, Indigenous, and People of Color, people with physical, behavioral health, and intellectual disabilities, elders, LGBTQIA+ individuals, immigrants and refugees, and families building financial security.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level