Dependency Discovery Unit - Forms and Records Analyst 3 (FRA3) - Region 4/Seattle

State of Washington Dept of Children, Youth, and Families; Seattle (WA); Hybrid; USD 52,000 - 69,000; Full time

Job summary

The State of Washington Department of Children, Youth, and Families (DCYF) is seeking a Forms and Records Analyst 3 (FRA3) in Region 4, Seattle. The role supports the Dependency Discovery Unit, handling discovery requests and redaction of records with expertise in DCYF policies and confidentiality rules.

Responsibilities include imaging records into AX, managing multiple requests, and providing consulting on records management to DCYF managers, ensuring compliance with federal and state laws.

Qualifications

• Equivalent combination of education and experience totaling six (6) years in forms and records management, clerical duties associated with records management, public disclosure, paralegal, or customer service.
• Two years as a Forms and Records Analyst 2 (FRA2).
• Bachelor's degree in law, paralegal, social services, business administration, accounting, or a related field AND two (2) years of experience in forms and records management, public disclosure, or other clerical duties associated with records management or customer service.
• Associate's degree in law, paralegal, social services, business administration, accounting, or a related field AND four (4) years of experience in forms and records management, public disclosure, or other clerical duties associated with records management or customer service.

Responsibilities

• Redact complete files in accordance with the redaction rules and all relevant RCWs as well as Federal laws and policies such as HIPAA.
• Respond to discovery requests from Social Service Specialists, the Attorney General's office, and the courts to avoid fiscal sanctions.
• Access ARRTS to determine the status of the request and track progress.
• Determine the protected and confidential information contained in the file.
• Redact files in accordance with redaction rules, laws, and policies.
• Manage and gather records in response to discovery requests from AG’s office, attorneys, and internal DCYF staff.
• Communicate record management policy and procedures to DCYF staff clearly.
• Document requests in ARRTS and Smartsheet for task tracking and follow-up.
• Upload redacted files into the agency’s storage system (ApplicationXtender).
• Provide direction on imaging and record retention for DCYF staff.

Skills

Forms and Records Management

Public Disclosure

Paralegal

Customer Service

Education

Bachelor's degree (law, paralegal, social services, business administration, accounting, or related)

Associate's degree (law, paralegal, social services, business administration, accounting, or related)

Tools

FAMLINK

WaCompass

ACT

AX

SharePoint

Job description

Our vision is to ensure that “Washington State’s children and youth grow up safe and healthy— thriving physically, emotionally, and educationally, nurtured by family and community.

Job Title: Forms and Records Analyst 3 (FRA3) - Dependency Discovery Unit. Location: Seattle, WA – Region 4 (Region Map). This position will involve a mix of telework and in-office work and will be based at the 500 1st Ave S, Seattle, WA Office. This position requires travel to offices within Region 4 and travel for training, meetings, and conferences.

Closes: 08/26/2026

Salary: $51,600 - $69,348 Annually. King County Premium: The salary listed does not include the additional 5% premium granted to all King County employees.

The Department of Children, Youth, and Families (DCYF) is seeking an attention-oriented Forms and Records Analyst 3 (FRA3) to join our Dependency Discovery Unit, responsible for processing and handling requests for discovery and the redaction of records for DCYF - Region 4. This position is a specialist in DCYF's discovery policies, records management systems, and business processes. This FRA3 will work with limited supervision and provide technical expertise and consultation to DCYF managers regarding the release and exemption of confidential information and records maintained by the department. If you have strong attention to detail and thrive on collaboration and teamwork, to join our dynamic, mission-driven team in Region 4.

Click here to learn more about DCYF.

The Opportunity:

This position supports DCYF's records management system and reports to the Discovery Unit Supervisor. This position is responsible for coordinating the imaging of client and administrative records into the agency’s electronic records storage system, ApplicationXtender (AX), and managing multiple record requests and complex record projects, which require record searches in multiple systems. This position will be expected to have advanced knowledge of systems to offset potential liability for the Department. This position performs quality assurance tasks to ensure records are accurately indexed and stored; serves as a specialist in records management systems and business processes; provides technical expertise; and consults staff across the State regarding confidential information and records. This position will conduct thorough searches for records to ensure records are collected and maintained. This FRA3 position is an expert in identifying, preserving, and protecting confidential and exempt information under Federal and State laws governing DCYF and the children and families DCYF serves. This position will serve as a consultant to management on records management practices.

Some of what you will get to do:

• Redact complete files in accordance with the redaction rules and all relevant RCWs as well as Federal laws and policies such as HIPAA.
• Prevent fiscal sanctions to the Department by responding in a timely and accurate manner to all Discovery requests from Social Service Specialists, the Attorney General's office, and the courts.
• Access the Agency Records Tracking System (ARRTS) program to determine the status of the request.
• Determine the protected and confidential information contained in the file.
• Redact files in accordance with redaction rules, laws, and policies.
• Manage and gather records in response to discovery requests from the Washington State Attorney General’s office, attorneys, and internal DCYF employees.
• Receive requests for redaction from field office personnel.
• Accurately communicate record management policy and procedures to DCYF staff.
• Document the requests in the regional tracking systems (ARRTS, Smartsheet) for tasks to be performed.
• Upload redacted files into Application Extender.
• Provide direction and consultation to DCYF staff on preparing records for imaging and record retention.
• Send written responses to the requesting office when redactions are complete and the files are ready for distribution.
• Process and handle requests for Discovery in agency litigation.
• Mitigate the risk of court sanctions from improper record management or inaccessible records.

Required Qualifications:

Equivalent combination of education and experience totaling six (6) years in forms and records management, clerical duties associated with records management, public disclosure, paralegal, or customer service.

OR

Two years as a Forms and Records Analyst 2 (FRA2).

OR

A Bachelor's degree in law, paralegal, social services, business administration, accounting, or a related field AND two (2) years of experience in forms and records management, public disclosure, or other clerical duties associated with records management or customer service.

OR

An Associate's degree in law, paralegal, social services, business administration, accounting, or a related field AND four (4) years of experience in forms and records management, public disclosure, or other clerical duties associated with records management or customer service.

AND

• The ability to take action to learn and grow.
• The ability to take action to meet the needs of others.

Experience in paralegal, forms and records management, or public disclosure may be substituted, year for year, for the required education.

In addition to those required qualifications, our ideal applicant will also have some or all of the following:

• Previous work experience with the Public Records Act and/or discovery processes.
• Good understanding of legal and court environments and deadlines.
• Previous work experience with DCYF administration records.
• Previous work experience using FAMLINK, WaCompass, ACT, AX, and SharePoint.
• Previous demonstrated working knowledge of DCYF policies, procedures, rules, and regulations.
• An advanced level of skill utilizing Microsoft Office Suite (Word, Excel, and Outlook).
• Previous demonstrated skills in attention to detail and excellent organizational skills.
• Previous work experience in identifying, preserving, and protecting confidential and exempt information under federal and state laws.
• Previous work experience managing multiple record requests and complex record projects.
• Advanced knowledge of multiple records management systems.
• Previous demonstrated skill and ability to interact professionally with internal and external customers.
• Previous demonstrated skill and ability to work in a high-volume, diverse, and stressful environment.

Supplemental Information:

The Department of Children, Youth, and Families (DCYF) is committed to Washington’s children and youth growing up safe, healthy, and thriving. We invite all candidates to join us in our goal to create a diverse and equitable workplace that reflects the communities we serve. If you are excited about this role but you believe that your education and/or experience might not align perfectly with every qualification in the job posting, we encourage you to apply anyway.

The Department of Children, Youth, and Families (DCYF) is an equal opportunity employer and does not discriminate on the basis of age, sex, marital status, sexual orientation, race, creed, color, national origin, honorably discharged veteran or military status, or the presence of any sensory, mental, or physical disability or the use of a trained service animal by a person with a disability.

This recruitment may be used to fill multiple vacancies.

Must successfully complete formal training courses as required by law, policy, and regional requirements within one year of their appointment.

This position is included in the bargaining unit represented by the Washington Federation of State Employees (WFSE). For more information: https://wfse.org/

Benefits eligibility for this position may be different than what’s listed in the benefits tab of this recruitment announcement. For more information on employee benefits eligibility, : Public Employee Benefits Board (PEBB).

DCYF participates in the federal E-Verify program. The selected candidate must provide proof of identity and authorization to work in the United States, consistent with E-Verify requirements, on their first day of employment.

2026-06685