Forms and Records Analyst

State of Washington; Tumwater (WA); Presencial; USD 52.000 - 72.000; Jornada completa

Descripción de la vacante

The Office of the Secretary of State, Corporations and Charities Division, is seeking a Forms and Records Analyst to manage records processing, public records requests, and data maintenance for Washington's business and nonprofit entities. This full-time role supports accurate filing and retention in CCFS and related systems.

You will review filings, assist in records transfers, respond to inquiries from the public and partners, and participate in special projects.

Formación

• Two years of experience in forms and/or records management, including database use, data entry forms, and records retention schedules.
• Ability to read and write the English language.
• Ability to efficiently use a PC and applicable software to perform essential job functions.
• Preferred: experience with electronic workflow environments.
• Preferred: experience with database queries, data entry forms, and/or reports; importing data from other sources.

Responsabilidades

• Reviews complex data to verify compliance and integrity of the Corporations and Charities Division systems.
• Assists in the coordination of records transfer and disposition to the records management center.
• Maintains and modifies complex data drawn from multiple interdependent sources and stakeholder feedback.
• Independently reviews and responds to inquiries and records requests beyond the Public Records team.
• Assists customers in-person, online filing, by phone, chat, and email in reviewing and processing records requests.
• Performs other duties and participates in special projects as assigned.

Conocimientos

Data entry

Public records requests

Customer service

Analytical thinking

Herramientas

CCFS

NextRequest Portal

Master Corporations Licensing System (MCLS)

Atlas (DOR/BLS partner portal)

ISEA

Descripción del empleo

Forms and Records Analyst
Forms and Records Analyst 2
Full-time, Permanent

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. The benefits of working in state government also include potential eligibility for the federal Public Service Loan Forgiveness program.

The Corporations and Charities Division is instrumental in Washington's business and nonprofit community. This division registers all corporations, charities, and nonprofits in Washington State, and it provides essential information about businesses and charities to promote public trust and confidence. Information available in public records about registered corporations and charities can now be searched online.

Additionally, the Corporations Division registers trademarks for use in Washington, administers the Apostilles Program to authenticate notarized documents for international use, and administers the Domestic Partnership Program.

This position conducts analysis and data review of documents pertaining to: maintenance of public records; registration, updates, and annual maintenance of nonprofit and business entities. Provides problem resolution to the public, businesses, legal community, and governmental agencies pertaining to records requests and records retention.

This position reports to the Corporations Records Program Supervisor and supports the organization’s mission by ensuring that the records recorded with the Division aligns with operational policies and procedures. This position works in collaboration with the Corporations Records Program Supervisor and the Secretary of State’s Records officer pertaining to records retention and public records requests involving the Corporations and Charities Division’s records.

Attention to detail will be key to success in identifying opportunities for improvement, and recommendations for appropriate resolutions. The work conducted by this position will have a direct impact on how the Division can best serve its internal and external customers and partners.

Provide analysis and research to complete records requests for the Corporations Records Program

• Reviews complex data as it relates to the Corporations Records Program to verify compliance and integrity of the Corporations and Charities Division systems. Reviews and processes submitted legal documents in the Division filing system and determines if the submitter has met the statutory filing requirements. Provides appropriate follow-up to the submitter.
• Maintains the retention of the Corporations and Charities Division’s records. Consults with the Corporations Records Program Supervisor to identify records that have met the internal business process of retention on site.
• Assists in the coordination of records transfer and disposition to the records management center.
• Maintains and modifies complex data. Data is derived from system interdependencies, customer submitted legal documents, and internal and external stakeholder feedback.
• Independently reviews and responds to public and/or other record requests that do not fall under the scope of the Public Records team.
• Utilizes the following databases: Corporations and Charities Filing System (CCFS) at an entry level, NextRequest Portal, Master Corporations Licensing System (MCLS), Domestic Partnership, International Student Exchange Agency (ISEA), Atlas (DOR/BLS partner portal).

Assists customers in-person, by online filing system, by phone, chat, and email in reviewing and processing records requests, certified copy requests, and reviewing and processing various filings.

• Reviews and processes records requests submitted by customers, external partners, and external stakeholders.
• Reviews and processes subpoena requests submitted from city, county, state, and federal districts.
• Reviews and identifies errors in business filing histories.
• Collects data in the live system (CCFS), reports system defects, and reports to the Corporations Records Program Supervisor.
• Conducts data cleanup of business filing histories to ensure data integrity.
• Reviews and processes filings submitted within the Special Services and Corporations Records Program.
• Independently analyzes and responds to inquiries, complaints, and issues involving internal and external stakeholders.

Assists in other program support

• Prepares documents in person for the program’s database.
• Processes payments in alignment with fiscal guidance.
• Reviews and processes legal documents submitted by customers, ensuring statutory requirements are met based on the program business processes, policies, and guidance documents.

Miscellaneous

• Participates in special projects.
• Participates in cross training within the Division.
• Performs other duties as assigned.

REQUIRED QUALIFICATIONS

• Two years of experience in forms and/or records management, to include but not limited to, utilizing database, queries, data entry forms, and/or reports, record retention schedules, public records and disclosure, interacting with members of the public, composing correspondence.
• Ability to efficiently use a personal computer and applicable software to successfully perform the essential job functions of the position.
• Ability to read and write the English language.

PREFERRED/DESIRED QUALIFICATIONS

• Experience working within an electronic workflow environment.
• Ability to work with a high degree of accuracy and attention to detail.
• Experience with database queries, data entry forms, and/or reports; importing data from other sources, sorting records by multiple fields, locating records, and organizing by specialized criteria.
• Experience using scanning software and tools.
• Experience applying knowledge or agency laws, regulations, and procedures in resolution of inquiries, complaints and problems while maintaining appropriate confidentiality.

PLEASE READ

If you have gotten this far and are thinking you do not qualify, consider again. Studies have shown that members of historically marginalized and underrepresented communities, specifically women and people of color, are less likely to apply to jobs unless they clearly meet every single qualification.

At the Office of the Secretary of State, we are dedicated to building a diverse and authentic work force with a foundation of belonging. If you are excited about this role and have relevant experience and skills, but question whether your experience aligns perfectly with every qualification in the job description, we encourage you to apply regardless. You may just be the ideal candidate this office needs.

WORKING CONDITIONS

The incumbent will work primarily in an office environment with standard office equipment. This position requires sitting at a computer for long periods of time. The standard work hours are Monday-Friday from 8:00 AM to 5:00 PM but must be available to work a designated shift within the office core hours of 7am-6pm; some weekend work and occasional overtime may be required to address high volumes. Occasional local travel for meetings and trainings. Travel to trainings and conferences within Washington and nationally may be required. Must have the ability to move and maneuver boxes up to 30 lbs, with or without a reasonable accommodation. The incumbent of this position will communicate information both verbally and written and primarily with external customers; works within a diverse, customer orientated group of people and communication styles, providing quality and productive customer service. The incumbent must represent the Office of the Secretary of State in a competent, confident, and professional manner. Strong customer service skills are a must for this position.

The Office of the Secretary of State is an equal opportunity employer (EOE). We do not discriminate on the basis of religion, age, gender, marital status, color, creed, national origin, political affiliation, military status, gender identity, sexual orientation, gender identity, or any sensory, mental or physical ability. All interested candidates are encouraged to apply. Persons of disability needing assistance in the application process, or those needing the announcement in alternative format, should call [phone].