DSHS BHHA Forms and Records Analyst Supervisor

State of Washington Dept. of Social and Health Services; Grand Mound (WA); On-site; USD 90,000 - 120,000; Full time

Job summary

State of Washington Dept. of Social and Health Services (DSHS) seeks a Forms and Records Analyst Supervisor to lead staff handling public records requests, legal discovery, and retention. You will determine releases, redactions, and escalations, guiding decisions with governance across divisions.

You will supervise, coach, train, and evaluate analysts, coordinating with AG's Office and other partners to reduce risk and improve disclosure guidance and training across BHTC facilities.

Qualifications

• Bachelor's degree required or equivalent substitution as allowed by education policy.
• Three years of experience in forms and/or records management.

Responsibilities

• Lead complex public records requests under Washington's Public Records Act (RCW 42.56), legal discovery, and responses to valid subpoenas.
• Determine what records are responsive and what information must be redacted or withheld.
• Serve as a second reviewer for records prepared for release.
• Assign work, balance caseloads, monitor deadlines, and coordinate coverage.
• Supervise, coach, train, and evaluate Forms and Records Analysts.
• Coordinate high-risk or litigation-related matters with the Attorney General's Office and other partners.
• Develop and improve records procedures, disclosure guidance, retention practices, and quality controls.
• Train staff on records management, legal discovery, and public records requirement.
• Manage records retention, disposition, transfer, storage, and tracking.
• Research laws, rules, policies, and precedent to guide decisions and reduce risk.

Skills

Leadership

Supervision

Public records

Legal discovery

Records management

Training & coaching

Deadline management

Interdepartmental coordination

Education

Bachelor's degree in business administration, accounting, industrial engineering, or a related field

Job description

Some records decisions carry real consequences. As the Forms and Records Analyst Supervisor with the Department of Social and Health Services (DSHS) Behavioral Health Treatment Centers (BHTC), you'll lead records staff while serving as a key resource for complex public records requests, legal discovery, retention, and disclosure. This includes Maple Lane and Steilacoom.

The work requires judgment, not just process.

You’ll help determine what should be released, redacted, withheld, retained, or escalated while keeping requests accurate and on time. Some matters involve litigation, subpoenas, or coordination with the Attorney General's Office, Information Governance, and other partners. And you’ll lead the work. You’ll set priorities, balance caseloads, monitor deadlines, and coach staff through complex requests. When workloads compete or risks emerge, you’ll decide what needs attention and bring in the right expertise.

We encourage you to apply if you’re comfortable making careful decisions when the stakes are high.

You can interpret records requirements, apply them to real situations, and explain your decisions clearly. You also know how to coach others, address performance issues, and recognize when something needs another level of review. Your influence goes beyond individual requests. You’ll strengthen records procedures, disclosure guidance, retention practices, quality controls, and training across BHTC—helping staff handle records consistently and reduce risk.

Your first 90 days

are about understanding the operation and earning trust.

You’ll get to know your staff, workload, procedures, tracking systems, and key partners. You’ll learn where work stalls, where risks emerge, and where clearer guidance or training can help. From there, success means complex records work is handled accurately, risks are recognized early, and your team knows how to move the work forward.

Still reading? Here's what you’ll do.

Some of What You’ll Do

• Lead complex public records requests under Washington's Public Records Act (RCW 42.56), legal discovery, and responses to valid subpoenas.
• Determine what records are responsive and what information must be redacted or withheld.
• Serve as a second reviewer for records prepared for release.
• Assign work, balance caseloads, monitor deadlines, and coordinate coverage.
• Supervise, coach, train, and evaluate Forms and Records Analysts.
• Coordinate high-risk or litigation-related matters with the Attorney General's Office and other partners.
• Develop and improve records procedures, disclosure guidance, retention practices, and quality controls.
• Train staff on records management, legal discovery, and public records requirement.
• Manage records retention, disposition, transfer, storage, and tracking.
• Research laws, rules, policies, and precedent to guide decisions and reduce risk.

Who Should Apply

• A bachelor's degree in business administration, accounting, industrial engineering, or a related field.

And

• Three years of experience in forms and/or records management.

Note: Experience in forms and records management may substitute year-for-year for the required education.

You should also be able to:

• Interpret and apply records laws, rules, policies, and procedures.
• Make sound decisions about disclosure, redaction, retention, and escalation.
• Supervise staff while managing competing priorities and deadlines.
• Research complex records questions and explain decisions clearly.
• Protect confidential information and document decisions.
• Work across Legal, Information Governance, leadership, and other partners on complex matters.
• Develop procedures and train others on records requirements.

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 of belonging, common purpose, shared values, and meaningful work. It is crucial to our agency’s vision that you bring a fairness, access, and social justice commitment to your work with DSHS. We strive to support all Washingtonians, including Black, Indigenous, and People of Color, people with physical, behavioral health, and intellectual disabilities, elders, LGBTQIA+ individuals, immigrants and refugees, and families building financial security.

Prior to a new hire, a background check including criminal record history may be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the job. This announcement may be used to fill multiple vacancies. Employees driving on state business must have a valid driver's license. Employees driving a privately owned vehicle on state business must have liability insurance on the privately owned vehicle.

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/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, 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 at [phone]. Applicants who are deaf or hard of hearing may call through Washington Relay Service by dialing 7-1-1 or 1-800-833-6384.

Relationship and Reporting Structure (Napotism) Disclosure: If you are selected for hire, you must disclose whether you have a relative, household member, close friend, or romantic partner within your potential supervisory chain of command. DSHS has a Relationships and the Reporting Structure policy that prohibits nepotism and can be reviewed here. Applicants whose appointment would result in a prohibited reporting relationship are not eligible for appointment to that position.

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