Forms & Records Analyst 3

State of Washington

Yakima (WA)

On-site

USD 35,000 - 55,000

Full time

6 days ago

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Job summary

Washington State Patrol seeks a detail-oriented records specialist to handle public disclosure requests. The role requires understanding of the Public Records Act, ability to identify responsive records, and precise redaction and logging of disclosures. You will work with agency staff, prosecutors, and the public to ensure compliance and transparency.

The position emphasizes accuracy, timely responses, and collaborating to safeguard confidential information while fulfilling legal requirements.

Qualifications

High School diploma or GED equivalent.
A 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 including through the consistent use of control sheets.
Apply redactions and withhold from disclosure all information legally exempt.
Prepare an accurate redaction/withholding log citing applicable exemptions.
Testify and/or sign declarations about records furnished or redacted.
Furnish records responsive to subpoenas and other legal processes.
Maintain knowledge of processes related to processing records for legal processes.

Skills

Attention to detail

Team collaboration

Self-starter

Education

High School diploma or GED

Job description

Description

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?

If you answer YES to any of these questions this is the perfect opportunity for you!

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

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.

Duties

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.

Qualifications

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.

If you have gotten this far and are thinking you do not qualify, consider again. It may be that lived experience, volunteer positions, or a combination of experience and education could demonstrate your ability to perform the duties within this job. If you are excited about this role but you’re not sure if your experience or held credentials align perfectly with every qualification in the job description, we encourage you to apply anyway and contact the HR Consultant below to discuss your situation specifically. You may just be the needed candidate for this or other roles.

Equity Competencies

The ability to take action to learn and grow.
The ability to take action to meet the needs of others.

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.

Supplemental Information

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

Applicants claiming veterans preference must attach a copy of their DD214 (SSN must be blacked out). If you do not provide the required documentation, the veterans preference will not be awarded.

Thank you for reviewing the details of this opportunity. For additional information regarding how to apply for this position, please contact Aleesha Brown at (360) 704-2312 or email aleesha.brown@wsp.wa.gov.

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

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.
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.
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.
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.
Full‑time and part‑time employees are entitled to paid holidays and one paid personal holiday per calendar year.
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‑ratio 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.
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.
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‑rata 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.
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.
Washington State supports members of the armed forces with 21 days paid military leave per year.
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.
Leave sharing
Parental Leave
Family and Medical Leave Act (FMLA)
Leave Without Pay
Please visit the State HR Website for more detailed information regarding benefits.

Updated 01‑07‑2026

No additional point value is given for questions 1-3. Have you ever worked for the Washington State Patrol (WSP)?

If you answered "yes" to question #1, what month/year were you last employed with WSP?

If you answered "yes" to question #1, what district/division were you assigned to prior to separation from WSP?

+WSP-PBE01 - The Washington State Patrol has strict hiring standards for all employees within our agency. Carefully review questions 5 - 23 and respond honestly. If you are selected to move forward in the hiring process, you will be required to respond to these questions during a polygraph test. UNTRUTHFUL RESPONSES WILL RESULT IN YOUR PERMANENT DISQUALIFICATION FOR EMPLOYMENT WITH OUR AGENCY. "POSSESSION" is defined as having actual physical control of any illegal (non‑prescribed) drug for personal use with the intent to commit a crime. "USE" is defined as trying, testing, or experimenting - which includes but is not limited to – tasting, smoking, injecting, absorbing, sniffing, or inhaling. Do you understand the importance of answering these questions honestly AND that untruthful responses will permanently disqualify you from employment with our agency?

+WSP-PBE02 - For the questions related to past drug use, definitions of illegal Schedule 1-5 drugs are listed here for your reference: Schedule I (RCW 69.50.204) - Examples could include: Codeine, Heroin, Morphine, Ecstasy, LSD, Peyote, GHB, Methaqualone, Cannabis, etc. Schedule II (RCW 69.50.206) - Examples could include: Opium, Cocaine, Codeine, Hydrocodone, Oxycodone, Methadone, Methamphetamine, Amphetamine, Depressants, Hallucinogenic substances, etc. Schedule III (RCW 69.50.208) - Examples could include: Stimulants, Depressants, Ketamine, Anabolic steroids, Hallucinogenic substances, etc. Schedule IV (RCW 69.50.210) - Examples could include: Barbital, Diazepam, Fludiazepam, Halazepam, Lorazepam, Phenobarbital, etc. Schedule V (RCW 69.50.212). Have you possessed or used any non‑prescribed Schedule 1-5 drugs (except for Cannabis) over five (5) times combined within the last 10 years? This also applies to synthetic versions of these drugs.

+WSP-PBE03 - Have you possessed or used any non‑prescribed Schedule 1-5 drugs (except for Cannabis) in the last three (3) years? This also applies to synthetic versions of these drugs.

+WSP-PBE05 - Have you been convicted of Driving Under the Influence (DUI) within the last 10 years?

+WSP-PBE06 - Have you been convicted of a misdemeanor involving DUI more than once?

+WSP-PBE07 - Have you ever injected any non‑prescribed illegal drugs?

+WSP-PBE08 - Have you ever knowingly trafficked, sold, offered to sell, or transported for sale any illegal drugs after age 13?

+WSP-PBE09 - Have you ever possessed or used any non‑prescribed Schedule 1-5 drugs (except Cannabis) after submitting any law enforcement application?

+WSP-PBE10 - Have you ever possessed or used Heroin or its derivatives?

+WSP-PBE11 - Have you ever used or illegally possessed any non‑prescribed Schedule 1-5 drugs while employed by a law enforcement agency (this includes military law enforcement)?

+WSP-PBE12 - For the following questions, the term "conviction" refers to any disposition adverse to you. A decision not to prosecute, a dismissal, or acquittal will not be considered a conviction for the purpose of these questions; however, a dismissal received after a period of probation, suspension, or deferral of prosecution or sentence will be considered a conviction for the purposes of these questions. Have you ever been convicted of a felony?