DSHS DVR Forms and Records Analyst 3

State of Washington; Lacey (WA); On-site; USD 70,000 - 90,000; Full time

Job summary

The State of Washington's Division of Vocational Rehabilitation (DVR) is seeking a Forms and Records Analyst 3 to lead public records and discovery coordination across the division. You will manage complex requests under RCW 42.56, interpret privacy rules, and provide guidance to staff and the public while ensuring compliance with retention and privacy requirements.

This lead role coordinates processes with the DVR PRU, serves as the liaison to the DSHS public records officer, and handles

Qualifications

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

Responsibilities

• Coordinate complex public records requests under Washington's Public Records Act (RCW 42.56).
• Interpret and apply federal and state rules governing personal information per the Rehabilitation Act of 1978 and CFR part 361.38.
• Provide division-wide guidance to staff and the public.
• Assist DVR staff in identifying responsive records, redact exempt information, and retain records per retention requirements.
• Search, compile, organize, and scan records for public disclosure and other requests.
• Review validity of authorizations; monitor responses and privacy rights.
• Use DSHS software to support search and provision of public records.
• Implement and coordinate the division's public records program to ensure compliance.
• Identify problems and recommend practical solutions for records requests.
• Assess training needs related to public records management.
• Serve as DVR lead public records coordinator and liaison with the DSHS public records officer.
• Designated subject matter expert in litigation holds, coordinating with staff and AGO.

Education

Bachelor’s degree in forms and/or records management

High school diploma or equivalent

Job description

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,

OR

High school diploma or equivalent and six years of experience in forms and/or records management.

Equivalent education/experience will substitute year for year.

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.

Questions?

Email Saleen Hernandez at [e-mail] and reference 08311

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 ( Nepotism) 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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