Forms & Records Analyst

Forms And Records Analyst 3

The Washington State Department of Transportation (WSDOT) is a multimodal agency with a global reputation for excellence. Our dedicated workforce plans, designs, builds, and operates an integrated transportation system that safely and efficiently moves people and goods throughout the state. In addition to maintaining over 20,000 lane miles of state highway and 4,100 bridges, WSDOT leads an award-winning Active Transportation Plan, manages the world's longest floating bridge, and operates the largest ferry system in the nation!

WSDOT is seeking a Forms & Records Analyst 3 to serve as the Construction Division's subject-matter expert for records governance, archival management, and public disclosure response. In this role, you will oversee complex records programs supporting transportation construction projects, materials testing, geotechnical investigations, financial records, and other critical business functions.

This position plays a key role in ensuring compliance with state records retention requirements, managing the lifecycle of both paper and electronic records, and supporting public transparency through effective records disclosure practices. You will develop and implement records management standards, provide expert consultation to staff and leadership, and help preserve information that supports WSDOT's mission and long-term organizational history.

Among the varied range of responsibilities held within this role, you will:

• Manage complex construction, materials, geotechnical, payroll, financial, and reimbursable agreement records throughout their lifecycle.
• Ensure the secure preservation, storage, and integrity of permanent and archival records in accordance with approved retention schedules.
• Oversee records digitization efforts and perform quality assurance reviews to ensure accuracy and completeness.
• Develop and maintain records systems that support audits, litigation holds, historical research, and public disclosure responses.
• Analyze public records requests to determine scope, intent, and potentially responsive records.
• Identify, locate, and collect records across paper files, electronic repositories, shared drives, email systems, and project databases.
• Interpret and apply records retention schedules, statutes, and agency policies to technical and operational records.
• Develop, implement, and maintain division-wide records management procedures, standards, and internal controls.
• Conduct compliance reviews and recommend corrective actions to support adherence to records management requirements.
• Provide consultation and technical assistance to staff and management regarding records management and disclosure requirements.

To be considered for this opportunity, the following competencies are required:

• Records Management Systems: Demonstrated skill in designing, organizing, and maintaining structured filing systems for high-volume paper and electronic records, including naming conventions, metadata structures, and document control practices that support retrieval and compliance.
• Records Governance: Demonstrated knowledge of hybrid (paper and digital) records lifecycle management, including classification, retention, archival designation, preservation, and lawful disposition of records.
• Records Compliance: Demonstrated skill in interpreting and applying records retention schedules and disclosure requirements to complex and technical records.
• Records Research and Retrieval: Demonstrated skill in conducting comprehensive searches across multiple repositories, including shared drives, email systems, databases, and archived paper records.
• Written Communication: Demonstrated skill in developing written procedures, guidance documents, and records management resources.
• Public Disclosure Analysis: Ability to independently analyze public records requests and determine responsive records.
• Consultation and Communication: Ability to communicate records management requirements, expectations, and compliance considerations clearly to management and staff.
• Technology Proficiency: Ability to operate office technology and software used to manage, retrieve, and maintain records.
• Growth Mindset: Ac…