Public Records Analyst

Public Records Analyst, Program Specialist 3 Full-Time, Permanent

The Office of Secretary of State (OSOS) offers some of the most unique and diverse job opportunities in state government. Its critical responsibilities include: ensuring a fair and accurate elections process; connecting Washingtonians through the power of libraries; protecting our important government records; and registering corporations and charities. The Secretary of State also administers vital community programs that inspire giving, document our history, and assist crime survivors in avoiding further abuse.

This independent office under the state Constitution operates from facilities in the Olympia area and statewide. The OSOS is looking for top-performing employees who embody its core values of integrity, service excellence, visionary leadership, collaboration and teamwork. It is committed to both employee growth and work-life balance. The benefits of working in state government also include potential eligibility for the federal Public Service Loan Forgiveness program.

The Operations Division is the heart of the Office of Secretary of State, supporting the Executive Office and every division through the internal functions of Public Records, Financial Services, Budget, Facilities, and Human Resources. This division serves as a trusted and knowledgeable resource to both its internal and external customers. Its success depends on the expertise of employees who ensure public access to information, protect financial resources, and help develop our most valuable asset: people.

Supports Public Records Requests Tasks include:

• Prioritizes, coordinates, and balances multiple requests.
• Communicates with requestors and assists with defining the scope of records requests.
• Provides technical assistance to staff and managers to identify requested information through electronic tools.
• Searches for and gathers information and records using eDiscovery.
• Communicates and meets with record custodians to facilitate timely responses to requestors.
• Reviews, identifies, and redacts information across various media exempt from disclosure in accordance with state law.
• Provides responsive records to requestors in accordance with RCW 42.56, the Public Records Act.
• Processes requests from incarcerated individuals.
• Maintains public records requests log.
• Advises office staff at all levels on the retention, collection, and disclosure of public records.
• Assists supervisor in all aspects of public records requests.
• Consults with assigned Attorney General to respond to records requests as necessary.

Supports Records Management Tasks include:

• Assists with the office's preservation and destruction of public records program organization-wide and ensures compliance with RCW 40.14.
• Ensures that all divisions properly maintain, store, retain, archive, and dispose of records in accordance with the state and agency's record retention schedules.
• Coordinates the retention, disposition, transfer, and disposal of office records; controls access to office records retained at the state records center; assists with liaison activities between divisions and the state records center.
• Determines and provides the materials needed for individuals within the office to determine how records are classified and where they fall within the records retention manual.
• Advises employees on records retention practices and responds to employee queries.

Provides training to office staff Tasks include:

• Develops training materials and delivers training on records retention/email management and policies and procedures to all divisions of the Office.
• Trains Office staff at all levels on the retention, collection, and disclosure of public records.

Miscellaneous Tasks include:

• Other duties as assigned.

Required Qualifications:

• Three years of experience providing support to staff or a program including, but not limited to, using advanced analytical skills to interpret policy and instruct others on application of policies or procedures, representing a program or office to clients, interacting with external customers, and composing correspondence
• Demonstrated organizational skills, including the ability to prioritize, coordinate, and simultaneously manage multiple projects with a high level of quality
• Ability to efficiently use a personal computer and applicable software, including data bases, content management systems, and/or programs for identifying, collecting, and producing electronically stored information (ES) to successfully perform the essential functions of the position

Preferred/Desired

Qualifications:

• Three years of experience providing support and responding to public disclosure requests in a government setting
• Working knowledge of the Public Records Act RCW 42.56 and the Preservation and Destruction of Public Records RCW 40.14
• Demonstrated ability to analyze and solve problems under highly stressful or adverse situations
• Ability to perform public disclosure in a highly visible environment, and knowledge of…