Public Records Analyst

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.

Full‑Time, Permanent. This position reports to the Public Records Officer and manages the public records program, responding to requests from members of the public, groups, or organizations representing members of the public. It also assists with records management for the Office.

• 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.

• 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.

• 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.

• Other duties as assigned.

• Three years of experience providing support to staff or a program, including 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 databases, content management systems, and/or programs for identifying, collecting, and producing electronically stored information (ES) to successfully perform the essential functions of the position.

• Three years of experience providing support and responding to public…