DSHS ESA Forms and Records Analyst - Public Records Specialist

DSHS ESA Forms & Records Analyst 3 – Public Records Specialist

Public Records Specialist position within the Economic Services Administration (ESA) of DSHS is responsible for managing and responding to public records requests. Working under the ESA Public Records Manager, this role processes requests from media, attorneys, legislators, citizens, and clients, especially high-profile or controversial cases. The specialist ensures compliance with relevant policies and regulations, utilizes expertise in ESA records management, and provides technical consultation to managers and staff statewide.

This position offers a hybrid work arrangement, balancing home-based work with on-site duties at our office in Olympia.

• Process and respond to public records requests using the Agency Records Request Tracking System, assigning tasks, clarifying requests, and providing risk assessments.
• Communicate with requesters to clarify scope and specific information, send timely responses, and document all communication to mitigate fines.
• Identify and gather relevant records using various systems and tools; assist managers and staff in locating information.
• Review records for compliance with federal and state laws, including privacy regulations such as HIPAA, and perform red actions; consult with legal and risk management as needed.
• Release records and notify requesters of any with holdings, using the tracking system to manage requests.
• Research and interpret state and federal regulations, assist in developing plans to reduce risk of non‑compliance, maintain stakeholder relationships, and analyze data for process improvements.
• Coordinate with stakeholders, represent ESA in meetings, provide training on public records procedures, and stay updated on legal changes affecting ESA records.

• Experience using large databases to retrieve information.
• Knowledge of state and federal laws regarding public disclosure, confidentiality, and discovery, including HIPAA and other privacy standards.
• Proficiency with computer redaction software.
• Excellent written and verbal communication skills.
• Ability to work in an organized and professional manner with all types of requesters, staff, and the public.

• Bachelor’s degree AND two years of experience in forms and/or records management.
• OR High School Diploma or equivalent AND six years of experience in forms and/or records management.

Applicants should submit an updated resume and three professional references with contact information.

DSHS Recruiter Ricky Luna – ricky.luna.gov – reference job number #04899.

Prior to a new hire, a background check including criminal record history may be conducted. Information from the background check will be considered in determining suitability for the job. Employees driving on state business must have a valid driver's license; employees driving a privately owned vehicle on state business must have liability insurance for that vehicle.

Washington State Department of Social and Health Services is an equal opportunity employer and does not discriminate in any area of employment, its programs or services on the basis of age, sex, sexual orientation, gender, gender identity or expression, marital status, race, creed, color, national origin, religion or beliefs, political affiliation, military status, honorably discharged veteran, Vietnam Era, recently separated or other protected veteran status, presence of any sensory, mental or physical disability or the use of a trained dog guide or service animal by a person with a disability, equal pay or genetic information.

Persons requiring accommodation in the application process or this job announcement in an alternative format may contact the Recruiter at . Applicants who are deaf or hard of hearing may call through Washington Relay Service by dialing 711 or