DSHS DVR Forms and Records Analyst 3

State of Washington

Lacey (WA)

Sur place

USD 95 000 - 135 000

Plein temps

Il y a 11 heures

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Résumé du poste

The State of Washington's Department of Social and Health Services (DSHS) Division of Vocational Rehabilitation seeks a Forms and Records Analyst 3 to lead complex public records coordination, manage legal discovery, and oversee records retention across the division.

As the lead public records coordinator, you will triage requests, redact information, coordinate with the AGO, and ensure compliance with state and federal privacy requirements.

Qualifications

Bachelor’s degree and two years of experience in forms and/or records management.
High school diploma or equivalent and six years of experience in forms and/or records management.
Equivalent education/experience will substitute year for year.

Responsabilités

Coordinate complex public records requests under Washington's Public Records Act (RCW 42.56).
Interpret and practice the federal and state rules and policies that apply to the protection, use, and release of personal information as cited in the Rehabilitation Act of 1978 and the Code of Federal Regulations part 361.38.
Provide division-wide guidance and information to staff and to the public.
Assists DVR staff in identifying records responsive to the request, identifies, and redacts information exempt from disclosure, provides records to the requestor, and retains records related to the requests in accordance with records retention requirements.
Searches, compiles, organizes, and scans responsive records for public disclosure, and other records requests.
Review validity of authorizations; monitor responses to exercise client privacy rights.
Use identified DSHS software in support of the search and provision of public records.
Implement and coordinate the divisions public records program to ensure compliance.
Identify records requests problems and recommend practical solutions.
Assess training needs related to public records management.
As the DVR designated lead public records coordinator, serves as the primary link with the DSHS public records officer and coordinators for other parts of DSHS.
Designated subject matter expert in preparing and handling the issues related to litigation holds, issuing litigation holds to the appropriate staff, collecting records relevant to litigation, and providing input and records to the Attorney General’s Office (AGO).

Formation

Bachelor’s degree in forms and/or records management

High school diploma or equivalent

Description du poste

DSHS DVR Forms and Records Analyst 3 – Lead Public Records and Discovery Coordinator

As a Forms and Records Analyst 3, you will coordinate complex records requests, legal discovery, records retention, and information‑management activities across the Division of Vocational Rehabilitation (DVR). The Division of Vocational Rehabilitation (DVR) provides individualized employment services, counseling, and supports to people with disabilities to enable greater independence and empowerment through employment.

In accordance with the federal Rehabilitation Act of 1973, as amended, DVR must maintain a unique and special status within larger state agencies. In accordance with this unique status, this position serves in a Lead position in charge of formulating procedures and conducting records management and privacy coordination activities as part of the Public Records Unit (PRU) in order to mitigate potential risk.

You have delegated division‑wide decision‑making authority, analyzes, administers, oversees, and directs all program activities as it relates to public records and legal discovery. Acts as the DVR PRU lead public records to DVR field staff to triage issues related to public records processes and procedures.

Some Of What You'll Be Doing

Coordinate complex public records requests under Washington's Public Records Act (RCW 42.56).
Interpret and practice the federal and state rules and policies that apply to the protection, use, and release of personal information as cited in the Rehabilitation Act of 1978 and the Code of Federal Regulations part 361.38.
Provide division-wide guidance and information to staff and to the public.
Assists DVR staff in identifying records responsive to the request, identifies, and redacts information exempt from disclosure, provides records to the requestor, and retains records related to the requests in accordance with records retention requirements.
Searches, compiles, organizes, and scans responsive records for public disclosure, and other records requests.
Review validity of authorizations; monitor responses to exercise client privacy rights.
Use identified DSHS software in support of the search and provision of public records.
Implement and coordinate the divisions public records program to ensure compliance.
Identify records requests problems and recommend practical solutions.
Assess training needs related to public records management.
As the DVR designated lead public records coordinator, serves as the primary link with the DSHS public records officer and coordinators for other parts of DSHS.
Designated subject matter expert in preparing and handling the issues related to litigation holds, issuing litigation holds to the appropriate staff, collecting records relevant to litigation, and providing input and records to the Attorney General’s Office (AGO).

Who should apply? Professionals with:

Bachelor’s degree and two years of experience in forms and/or records management,
High school diploma or equivalent and six years of experience in forms and/or records management.
Equivalent education/experience will substitute year for year.

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 (360) 725-5810. Applicants who are deaf or hard of hearing may call through Washington Relay Service by dialing 7-1-1 or 1-800-833-6384.

Questions?

Email Saleen Hernandez at saleen.hernandez@dshs.wa.gov and reference 08311.

Supplemental Information

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.

Relationship and Reporting Structure (Necotism) 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.

E-Verify® is a registered trademark of the U.S. Department of Homeland Security.

More than Just a Paycheck!

Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.

We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

Read About Our Benefits

The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.

Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.

Insurance Benefits

Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.

Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax‑deferred dollars toward their health care expenses. Employees are also covered by basic life and long‑term disability insurance, with the option to purchase additional coverage amounts.

To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.

Dependent care assistance allows the employee to save pre‑tax dollars for a child or elder care expenses.

Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.

The Washington State Employee Assistance Program promotes the health and well‑being of employees.

Retirement And Deferred Compensation

State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.

Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre‑tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Social Security

All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.

Public Service Loan Forgiveness

If you are employed by a government or not‑for‑profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

Holidays

Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.

Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.

Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 non-overtime hours during the month of the holiday; or for the entire work shift preceding the holiday.

Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-ra-t basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.

Sick Leave

Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.

Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.

Vacation (Annual Leave)

Full-time employees accrue vacation leave at the rates specified in WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 non-overtime hours in a month do not earn a monthly accrual of vacation leave.

Part-time employees accrue vacation leave hours in accordance with WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA) on a pro-ra-t basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.

Pay status includes hours worked, time on paid leave and paid holiday.

As provided in WAC 357-58-175, an employer may authorize a lump‑sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.

Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.

Military Leave

Washington State supports members of the armed forces with 21 days paid military leave per year.

Bereavement Leave

Most employees whose family member or household member dies, or for loss of pregnancy, are entitled to five (5) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.

Additional Leave