DSHS OOS Public Records Coordinator

Public Records Coordinator

Do you enjoy keeping things organized and helping people get the information they need? Join the Department of Social and Health Services (DSHS) as a Public Records Coordinator, also known as a Forms and Records Analyst 3, in the Human Resources Division.

As a Public Records Coordinator, you help DSHS share records safely and correctly. You will read many types of documents, decide what can be released and make sure private details stay protected. Your work helps the department follow important Administrative Policies, RCW, and WAC requirements, and supports people across Washington who need clear, timely answers.

You will join the Human Resources Division during an exciting time, as public records work is becoming more centralized. That means you will help shape how the program grows while supporting staff statewide. You will work closely with the Public Records Manager, but you will also have plenty of independence as you review requests, gather records and communicate with requesters.

This position has approval to work a hybrid/flexible schedule, as business needs allow. Currently, this is expected to be one day in-office per week. However this is subject to change, depending on business needs.

• Review and respond to public records requests involving human resources information and employee-related records.
• Work with public records teams across administrations when a request affects more than one area of the agency.
• Assist with legal-related requests when needed, including discovery and Attorney General’s Office inquiries.
• Analyze each request to determine whether it is a public record and whether the department maintains it.
• Examine records to decide what can be released and what must be protected.
• Evaluate privacy concerns and notify affected staff when required.
• Write clear letters to requesters about timelines, updates, completed responses or denials.
• Provide records within legally required timelines or give written time estimates when more processing is needed.
• Redact confidential or exempt information and include the correct legal reasons for each redaction.
• Support labor-related redaction work for union requests.
• Use systems such as Human Resource Management System (HRMS), Management and Operations Document Imaging System (MODIS), Learning Management System (LMS) and the Employee Investigations Management System to locate and prepare records.
• Complete other duties as assigned.

• A bachelor’s degree and two years of experience in forms and/or records management.
• OR Six years of experience in forms and/or records management.
• In addition to the requirements listed above, applicants must also have experience responding to public records requests under the Washington State Public Records Act (RCW 42.56), including reviewing records, applying exemptions, and preparing legally compliant responses.

• Public records knowledge:
  Understanding how the Public Records Act works and how to apply it when reviewing and releasing records.
• Records management:
  Experience working with forms, records and retention rules so information is stored and shared correctly.
• Human resources awareness:
  Familiarity with HR-related records and processes that appear in employee files and investigations.
• Technology proficiency:
  Ability to use Microsoft Word, Excel, Outlook and other software and systems as needed.
• Attention to detail:
  Skill in finding small errors, keeping information accurate and following laws and policies closely.
• Organization:
  Ability to manage a high volume of requests, prioritize deadlines and stay on top of changing timelines.
• Professional communication:
  Comfort writing clear, respectful messages and working with internal and external partners.
• Adaptability:
  Ability to stay steady in a fast-paced environment that includes sensitive topics, varied workloads and legal timelines.

The Department of Social and Health Services’ (DSHS) vision that people find human services to shape their own lives requires that we come together with a sense…