Forms and Records Analyst

Washington State Department of Transportation (WSDOT) is a multimodal organization with a global reputation for excellence! Our dedicated workforce is responsible for planning, design, building, and operating an integrated transportation system that safely and efficiently moves people and goods throughout the state. In addition to maintaining over 18,000 lane miles of state highway and 4,100 bridges, WSDOT manages the world's longest floating bridge, executes an award-winning Active Transportation Plan, holds a record for the world's widest tunneling project, and operates the largest ferry system in the nation!

WSDOT is seeking a Forms and Records Analyst 3 in Olympia, WA to support the statewide Records & Information Management Program. This position provides program-level support in strategy, planning, policy development, training, consultation, and customer service. The role serves as the agency lead for forms management and supports electronic document retention. Key duties include developing legally compliant agency forms; reviewing and facilitating records disposition in the Electronic Content Management (ECM) system;

and educating staff on records management responsibilities, ECM use, and records and information best practices. This position reports to the Records & Information Manager within Business Support Services and supports the agency’s Finance and Administrative Services leadership.

Among the varied range of responsibilities held within this role, Forms and Records Analyst 3 will:

• Collaborate with customers to define specifications and desired functionality of agency forms.
• Design and test forms to ensure they meet customer specifications and ADA requirements.
• Maintain an up-to-date list of form owners and review form’s status with customers annually.
• Upload approved forms on internal and external sites.
• Educate form owners on retention policies related to the form and its collected data and ensure the file plan is current and complete.
• Perform records management for active and inactive forms.
• Review and facilitate record disposition functions in the agency’s Electronic Content Management (ECM) system to ensure all steps are completed accurately.
• Educate the workforce and respond to inquiries related to records management responsibilities.

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

• Forms and Business Document Development
  :
  Demonstrated ability to design, develop, and maintain forms or business documents that are clear, functional, and meet organizational and compliance requirements.
• Communication Skills
  :
  Demonstrated ability to communicate clearly and professionally, both verbally and in writing, to convey technical or complex information to diverse audiences.
• Technical Proficiency
  :
  Demonstrated ability to use, or quickly develop proficiency with, business and content management software such as InDesign, iLinx, SharePoint Online (SPO), Microsoft Excel, Word, Adobe products, and Microsoft Teams to create, manage, and collaborate on documents and information.
• Adaptability and Customer Responsiveness
  :
  Demonstrated ability to adjust approaches, methods, or communication styles in real time based on customer needs, engagement levels, or group dynamics to maximize effectiveness and outcomes.
• Emotional Intelligence and Collaboration
  :
  Demonstrated emotional intelligence, including the ability to read group dynamics, build trust, manage conflict, and foster effective collaboration across teams.
• Organization and Independent Work Management
  :
  Demonstrated ability to work independently while effectively planning, prioritizing, and completing multiple tasks in a proactive and organized manner.
• Growth Mindset
  :
  Actively demonstrates a commitment to learning and growth.
• Service-Oriented
  :
  Takes action to meet the needs of others.

It is preferred that qualified candidates also have:

• Content Development
  :
  Ability to develop clear written guides, handouts, or webpages that communicate essential workplace information.
• Technology Adaptability
  :
  Ability to adapt to evolving technology, including Microsoft Windows, presentation tools, websites, and new workplace features.
• Quality Assurance
  :
  Knowledge of or experience with quality assurance and testing to ensure accuracy and functionality.
• Organizational Knowledge
  :
  Familiarity with WSDOT and Washington state agency organizational structures.
• Records Management Knowledge
  :
  Knowledge of Washington state records and information management laws (RCW 40.14, RCW 42.56, WAC 434-662) and WSDOT Records & Information Services Program best practices, or the ability to quickly develop this expertise.

• This recruitment may also be used to fill additional positions per business needs.
• This position offers flexible/hybrid remote work options.
• To review the full Position Description, please follow the directions in the “Contact Us” section of this posting.
• In addition to base salary, employees may be entitled to other forms of…