DSHS ESA Forms and Records Analyst - Public Records Specialist

Job Summary

DSHS ESA Forms & Records Analyst 3 – Public Records Specialist
The Public Records Specialist 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, the role processes requests from media, attorneys, legislators, citizens, and clients—especially high‑profile or controversial cases—ensures compliance with relevant policies and regulations, protects confidential information, redacts exempt data, and maintains records in accordance with retention requirements.

The position involves advising on complex disclosure requests and collaborating with management and legal teams to determine public records disclosures. The work environment is hybrid, with home‑based work balanced with on‑site duties at the Olympia office.

• Process and Respond to Public Records Requests:
  Document requests in the Agency Records Request Tracking System, assign tasks, clarify requests, and provide initial risk assessments.
• Correspondence:
  Communicate with requesters to clarify scope and specific information, send timely responses, and document all communication to mitigate fines.
• Record Search and Collection:
  Identify and gather all relevant records using various systems and tools; assist managers and staff in locating information.
• Redact or Withhold Records:
  Review records for compliance with federal and state laws, including privacy regulations, perform red actions, and consult with legal and risk management as needed.
• Disclose Records:
  Release records and notify requesters of any with holdings, utilizing the tracking system to manage requests.
• Program Administration:
  Research and interpret state and federal regulations, assist in developing plans to reduce the risk of non‑compliance, maintain relationships with stakeholders, and analyze data for process improvements.
• Management Consultation and Training:
  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 legal principles of discovery, including privacy standards such as HIPAA.
• 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 ≥ 2 years of experience in forms and/or records management.
• or High School Diploma (or equivalent) and ≥ 6 years of experience in forms and/or records management.

Washington State offers competitive health, retirement, paid leave, and professional development benefits. Employees also have access to employee assistance programs, disability insurance, and other statutory benefits.

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, the 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.