Agency Public Records Coordinator

Agency Public Records Coordinator

This Agency Public Records Coordinator position is eligible for full time telework; however, occasional office presence may be required based on business needs. The duty station for this role is Maple Park in Olympia, and the anticipated start date is September 1, 2026. The salary listed above includes the scheduled 2% general salary increase that goes into effect on July 1, 2026.

The ideal candidate is motivated by supporting the Office of Organizational Risk and contributing to the agency's commitment to transparency, accountability, and legal compliance.

This individual excels at independently conducting complex, agency-wide records searches and collaborating with staff at all levels, other public agencies, and members of the public. They understand how to distinguish between public disclosure requests and litigation discovery, and they apply state, federal, and case law—including RCW 42.56—to ensure accurate review, redaction, and release of records. The ideal candidate is a proactive problem-solver who confidently manages routine issues while recognizing when to elevate high-profile or complex matters to the Public Records Officer.

They thrive in a structured, high-volume environment, maintain organized and consistent systems for records management, and demonstrate professionalism, clarity, and sound judgment in every interaction.

As an Agency Public Records Coordinator, you will provide vital support to ESD's Office of Organizational Risk by ensuring transparency, accountability, and compliance with RCW 42.56, the Public Records Act. You will independently conduct complex, agency-wide records searches, coordinate responses to public disclosure requests, and maintain organized systems for managing records. You will take the lead in calculating the agencies search strategy to ensure that compliance with the Public Records Act.

This role is essential to upholding legal standards, maintaining public trust, and supporting the integrity of ESD's programs.

Some of what you will do:

• Conducts searches of electronic records using search applications such as eDiscovery.
• Research agency records, both current and historical, to locate and compile requested records and promptly responds to disclosure requests in compliance with the PRA.
• Coordinates responses, tracks the progress of fulfilling requests, assembles, prepares, and reviews records for exemptions prior to release, and distributes public records to the requesting parties.
• Develop appropriate search strategies to locate responsive records.
• Coordinate search strategies with internal stakeholders.
• Proactively identifies public record requests that require clarification and communicates effectively and professionally with both staff and the public to facilitate clarification.
• Assists requesters in defining the scope of their records requests.
• Maintains and organizes public disclosure request records according to the records retention schedule.
• Preserves, retains, and disposes of program records according to applicable records retention schedules.
• Assist management in developing and establishing program policies, procedures, and standards.

Qualifying candidates will meet one of the following criteria options:

• Option 1: Six (6) years of experience including planning, policy analysis, coordination and consultation with a variety of public and private agencies, organizations, and/or levels of government.
• Option 2: Associate's degree and Four (4) years of experience including planning, policy analysis, coordination and consultation with a variety of public and private agencies, organizations, and/or levels of government.
• Option 3: Bachelor's degree and Two (2) years of experience including planning, policy analysis, coordination and consultation with a variety of public and private agencies, organizations, and/or levels of government.

The required competencies include:

• Conflict Resolution Expertise: Ability to address potential issues proactively.
• Problem-Solving Skills: Proficiency in identifying and recommending resolutions aligned with program goals.
• Policy Development Expertise: Proficiency in creating and…