Public Records Coordinator - Forms & Records Analyst - Non

Position

Public Records Coordinator - Forms & Records Analyst 3 - Non-Permanent - 2 Openings -

Title- Public Records Coordinator
Classification- Forms & Records Analyst 3
Job Status- Full-Time / Non-Permanent
Number of Vacancies- Two (2)
Appointment Length- 12 months
WDFW Program- Director’s Office – Information Technology Services – Public Records Unit
Duty Station- Olympia, Washington – Thurston County
Hybrid/Telework- While this position may offer a telework option, the successful candidate must be available to report to the duty station as needed.

Learn more about being a member of Team WDFW !

In this role you will serve as the program-level expert on WDFW records, electronic search tools, and public records exemptions.

Here you will have an opportunity to support the agency’s mission by fostering public trust through transparency and ensuring timely access to information.

You’ll collaborate with staff across programs and regions to develop effective search strategies that reduce legal risk and improve efficiency on complex requests.

In doing so, you’ll help the agency meet critical deadlines while carefully navigating rules around confidentiality, attorney-client privilege, and other legal standards.

Among the varied range of responsibilities held within these roles, the Public Records Coordinators will:

• Implement agency standardized, best practices for public records requests.
• Receive and interpret public records requests made by the public and private citizens.
• Identify risk when reviewing a public records request and prepare accordingly to mitigate those risks for the program and by extension, the agency.
• Assign public records requests to program staff. Independently prioritize work to meet deadlines and designate time to each request appropriately to ensure that consistent progress is being made on all public records requests.
• Track and monitor the ongoing status and details of public records requests to ensure that staff are responsive in order to complete public records requests within the legally required timeframe.
• Review records provided from program staff for relevancy to each item of a request, sensitive information, consistency, and evaluate the quality of search conducted by staff.
• Prepare records productions by sorting records by relevance and sensitivity and converting records to formats that are accessible by the public.
• Analyze and interpret case law, statutes, and administrative rules for the act of marking potential sensitive information with exemptions for redaction.
• Serve as a conduit between Public Records Unit and program staff to best serve the public and staff in response to public records requests.
• Interpret language of public records requests and collaborate with program staff to determine search terms for agency-wide or program-wide email and electronic records search.

Work Setting, including hazards: Working environment in a busy office setting. Work may include exposure to sensitive or graphic images of wildlife related to wildlife and field activities.

Schedule: Typically, Monday – Friday, 8:00 a.m. – 5:00 p.m. May be required to work occasional weekends and evenings, depending on workload. Some overtime may be required on short notice.

Travel Requirements: May require occasional statewide travel for conferences and trainings.

Customer Interactions: Frequent interaction with members of the public and with WDFW staff.

Required Qualifications:

Option 1: Associate’s degree AND one (1) year of experience with public records requests or discovery.

Option 2: High school diploma AND two (2) years of experience managing public records requests for a governmental agency.

In addition to the options above, all of the following are required:

• Experience:
  • Minimum of three (3) years’ experience with search and collection of records within Microsoft software programs, including Word, Excel, PowerPoint, SharePoint, Access, and Outlook.
  • Minimum of two (2) years’ experience providing excellent written and oral communication skills, including clear and professional memorandums, emails,…