Forms & Records Analyst 3

Washington State Patrol; Washington; On-site; USD 45,000 - 65,000; Full time

Job summary

Washington State Patrol seeks a Public Records Specialist to efficiently process agency records requests, identify responsive files, redact exempt information, and ensure timely disclosure in accordance with the Public Records Act.

The role involves working with the public, prosecutors, and agency staff, maintaining knowledge of records obligations, and documenting steps with control sheets, logs, and declarations. Candidates must have a high school diploma and clerical experience.

Qualifications

• High School diploma or GED equivalent.
• Minimum of 2 years clerical experience.
• Ability to lift up to 40 pounds (archive boxes).

Responsibilities

• Fulfill obligations related to public disclosure requests.
• Maintain current knowledge of public records obligations.
• Timely respond to requests for public records, including seeking clarification when appropriate.
• Document steps taken to conduct a thorough search for potentially responsive records.
• Gather responsive records with control sheets completed by staff.
• Apply redactions and withhold information legally exempt from disclosure.
• Prepare an accurate redaction/withholding log citing exemptions.
• Testify and sign declarations about records furnished/redacted/withheld.
• Furnish records responsive to subpoenas and other legal processes.
• Collaborate to safeguard confidential/sensitive information.
• Serve as subject matter expert for record retention and destruction obligations.

Skills

Attention to detail

Team collaboration

Education

High School diploma or GED equivalent

Job description

Multiple Locations to select from: Wenatchee, Spokane, or Olympia.

• Are you a self-starter with unmatched attention to detail?
• Do you thrive in a team environment?
• Are you interested in a position with career growth opportunities?

About the Agency & Division:

The Washington State Patrol is committed to being an Equal Opportunity Employer and strives to foster an environment in which everyone is encouraged to be their authentic selves, communicate openly, and act with courage. The WSP is dedicated to promoting fair and equitable hiring, training, and promotional practices through innovative recruitment and retention strategies.

The Risk Management Division (RMD) is comprised of the Audit, Public Disclosure, and Strategic Planning and Accountability sections. In addition to handling tort responsibilities for the agency, the division also oversees the agency's internal audit program and services as the external audit liaison, manages all areas of public records and disclosure issues, ensures agency compliance to state mandates and CALEA standards, and provides Lean program implementation and assistance agency-wide.

This position exists to fulfill important legal obligations, including those arising under the Public Records Act (PRA) and court rule. The position enhances transparency and public trust in the agency by efficiently, accurately, and timely processing public disclosure requests for agency documents, according to applicable laws. This position must have a thorough understanding of agency personnel, records, and systems in order to comprehensively identify potentially responsive records, gather them from agency personnel and systems, apply appropriate redactions, assert applicable exemptions to disclosure, and document their work comprehensively using prescribed methods and tools. It works closely with members of the public, the agency and the legal community.

Our new teammate will be able to:

• Fulfill obligations related to public disclosure requests.
• Maintain current knowledge of public records obligations.
• Timely respond to requests for public records, including seeking clarification when appropriate.
• Document steps taken to conduct a thorough search for potentially responsive records.
• Gather responsive records including through the consistent use of control sheets completed by all agency staff who may have responsive records.
• Apply redactions and withhold from disclosure all information that is legally exempt from disclosure.
• Prepare an accurate redaction/withholding log, citing applicable exemptions.
• Testify and/or sign declarations about the records furnished/redacted/withhold, and all steps taken to fulfill each public records requests.
• Furnish records responsive to subpoenas and other legal processes.
• Maintain current knowledge of processes related to processing records for legal processes.
• Contact prosecutors and others timely when processing subpoenas.
• Gather and supply all records responsive to legal processes in a timely manner and testify/sign declarations about the thoroughness of the search for all records.
• Before release of any confidential or sensitive information, collaborate with internal staff and supervisor(s) to safeguard such confidential/sensitive information as directed.
• Serve as a subject matter expert for record retention, production and destruction obligations.

Required Qualifications:

• High School diploma or GED equivalent
• A minimum of 2 years clerical experience
• Ability to lift up to 40 pounds (archive boxes)

The full position description is available upon request.

Why work for the Washington State Patrol?

• A healthy life/work balance by offering flexible schedules and telework options for most positions
• An Infants at Work Program that is based on the long-term health values of infant-parent bonding and breastfeeding newborns
• Continuous growth and development opportunities
• Opportunities to serve your community and make an impact through meaningful work
• Employment opportunities that recognize military veterans and/or military spouse per Governor Executive Order 19-01
• Qualification for the Public Loan Forgiveness Program

The Washington State Patrol does not provide immigration sponsorship; therefore, applicants must possess work authorization that does not require employer sponsorship.

NOTE: This is not a full-time telework position. Candidates must be able and willing to work in the office and commute to Wenatchee, Spokane or Olympia. A hybrid work schedule may be available after training and/or probationary period has been successfully completed.

Please contact Aleesha Brown at [phone] or via email at [e-mail].