IT Policy and Planning Coordinator - Journey Level

State of Washington Dept. of Retirement Systems; Tumwater (WA); Hybrid; USD 90,000 - 130,000; Full time

Benefits offered by this job

Flexible work schedules

Infants at Work Program

Tuition reimbursement

Opportunities for professional growth

Access to LinkedIn Learning

Commitment to team safety and wellness

Commute Trip Reduction Program

Free Parking & EV Chargers available

Job summary

State of Washington Dept. of Retirement Systems (DRS) in Tumwater, WA seeks an IT Policy & Planning Coordinator within the ISD. You will govern IT investments, policies, and the IT portfolio, ensuring alignment with agency priorities and enterprise governance.

You will provide data dashboards and reporting to leadership. You will also lead IT audit and compliance activities, coordinate with auditors, and act as ISD liaison on the KMS governance team, developing and maintaining business processes

Qualifications

• Progressive experience in policy, planning, portfolio management and project coordination within an IT environment (6+ years).
• Bachelor’s or Associate degree can substitute for up to 3 years of experience.
• Working knowledge of IT portfolio, policy and governance concepts.

Responsibilities

• Develop and facilitate processes to monitor and revise IT policies, standards and guidelines.
• Maintain IT portfolio and reporting on status, resourcing and risk.
• Ensure ISD work is captured in the agency's enterprise portfolio and reconciled.
• Assist with IT business demand governance and KPI reporting.
• Develop dashboards for IT strategic plan and planning efforts.
• Lead IT audit facilitation and compliance management activities.
• Serve as liaison on the KMS governance team and develop ISD processes.

Skills

Policy planning

Portfolio management

Project coordination

IT governance

IT policy development

Data analysis

Stakeholder communication

Education

Bachelor’s or Associate degree in information systems/IT governance

Job description

As the IT Policy & Planning Coordinator on the Strategic Management team within the Information Services Division (ISD), you will help ensure DRS’s IT investments, policies, and portfolio are well governed, documented, and aligned with agency strategic priorities. You will develop and facilitate processes that keep IT policies, standards, and guidelines current, maintain the IT portfolio and keep it aligned with the agency’s enterprise portfolio, and provide the data, dashboards, and reporting that leadership relies on to make informed decisions. You will also lead IT audit and compliance activities for the division and serve as ISD’s liaison on the Knowledge Management System (KMS) governance team.

Some of What You’ll Do Includes:

• Developing and facilitating processes to monitor, update, and revise ISD IT policies, standards, and guidelines, including coordinating review cycles with policy owners and stakeholders.
• Maintaining the IT portfolio and its monitoring and reporting processes, including tracking and reporting on status, resourcing, and risk;
• Ensuring work planned within ISD is captured in, and reconciled against, the agency’s enterprise portfolio.
• Assisting with ISD business demand governance, including the intake, analysis, and prioritization of system enhancement requests and other IT business demand.
• Assisting with the development and reporting of key performance indicators (KPIs) that measure IT portfolio and service effectiveness,
• Developing and managing dashboards that monitor and communicate the status of the IT strategic plan and ISD technical planning efforts.
• Leading IT audit facilitation and compliance management activities, including coordinating with internal and external auditors and tracking corrective actions to resolution.
• Serving as ISD’s liaison on the KMS governance team and leading the development and upkeep of ISD business processes in the KMS.

Telework Details:

After successful completion of the review period and effectively demonstrating the ability to perform work independently, you may be eligible to telework several days in the average week, at the discretion of the Appointing Authority and with a telework agreement in place. The ability to work remotely is dependent on the nature of the tasks and projects assigned and the presence of a remote work environment that is safe and has an appropriate level of reliable connectivity. You must live in Washington state within a reasonable commuting distance to the DRS building in Tumwater, WA, and must be willing to adjust your telework schedule to attend mandatory meetings, trainings, etc., at the DRS facility.

What we’re looking for (required qualifications):

• Progressive professional experience in policy, planning, portfolio management, and project coordination within an information technology environment, or a related IT functional area. This is typically gained through six (6) years of full-time experience; a bachelor’s degree or an associate's degree in information systems (or management information systems), cybersecurity management and policy, public administration or public policy, business administration, project management, business/data analytics, or a related IT functional area can substitute for up to three (3) years of the six (6) years of required experience. (i.e. 3 years for a qualifying bachelor’s degree or 2 years for qualifying associate’s).
• Working knowledge of IT portfolio, policy, and governance concepts.

Preference may be granted to candidates who have:

• Experience developing, reviewing, or maintaining IT policies, standards, and guidelines, including coordinating review cycles with stakeholders.
• Experience maintaining an IT or project portfolio and producing status, resourcing, and risk reporting.
• Experience developing key performance indicators (KPIs) and building dashboards for both technical and business audiences.
• Experience facilitating IT audits or compliance activities, including tracking corrective actions to resolution.
• Experience documenting business processes in a knowledge management system.
• Familiarity with WaTech policies and Washington State IT standards.

In addition, all qualified candidates should have demonstrated proficiency in the following competencies:

Analysis - Studies and reviews documents and information closely; readily identifies information that is not pertinent and understands when additional or verifying data is needed. Uses data and information in a clear and rational thought process to assess and understand issues, evaluate options, form accurate conclusions, and make recommendations/decisions.

Planning - Accurately scopes and estimates the length and difficulty of tasks and projects. Identifies clear goals, objectives, and outcomes. Breaks down work into process steps; develops schedules and assignments, and anticipates and adjusts for problems and roadblocks. Measures performance against goals and evaluate results.

Attention to Detai l - Plans and organizes time and resources efficiently. Follows processes and procedures in the completion of work. Carefully monitors the details and quality of work and double-checks work product to ensure accuracy and consistency.

Facilitating Others - Effectively organizes, coordinates and leads small groups and/or projects to accomplish specific goals. Manages change by providing the needed structure and environment for interactions to be effective. Is an effective communications link and reliable source of information for others.

Communication - Effectively conveys information in writing and through the spoken word, using language that is appropriate to both the complexity of the topic and the knowledge and understanding of the audience. Sees communication as a vital component of high performing teams.

Judgment - Displays balanced thinking that combines data-based analysis, experience, and perspective while also considering decision impacts. Effectively weighs alternatives and makes decisions that incorporate facts, opinions, and other relevant information.

Accountability - Understands the link between job responsibilities and organizational goals. Manages their own performance to meet expectations and achieve expected results. Holds self accountable for decisions, actions, and behavior.

Meeting the Needs of Others - Demonstrates empathy, flexibility, and responsiveness when interacting with customers, colleagues, and community members. Understands that others have varied needs and perspectives and adapts communication and actions accordingly. Builds relationships and collaborates to increase access, opportunity, and positive outcomes for all. Balances and considers all parties’ needs when developing solutions, ensuring equity, respect, and service excellence in every interaction.

Learning and Growth - Demonstrates a growth mindset by actively seeking opportunities to learn, improve, and expand capabilities. Displays curiosity about new ideas and perspectives and an openness to innovation, change, and feedback. Takes responsibility for personal learning by identifying and communicating needs and challenges, and applying new knowledge to navigate systems, tools, and processes. Reflects on experiences to identify strengths and areas for improvement, using learning to make government programs and processes more efficient and effective in serving the people of Washington.

Be sure to read this entire section – We promise, it’ll be helpful!

Work Authorization

• Candidates who are offered a job with DRS must possess work authorization that does not require sponsorship by the employer for a visa now or in the future;
• DRS complies with the employment eligibility verification requirements of the federal employment eligibility verification form, I-9. The selected candidate must be able to provide proof of identity and eligibility to work in the United States consistent with the requirements of that form on the first day of employment.
• DRS does not use E-Verify; therefore, we are not eligible to extend STEM-Optional Practice Training (OPT). For information, please visit www.uscis.gov.
• Persons legally authorized to work in the U.S. under federal law, including Deferred Action for Childhood Arrivals recipients, are eligible for employment unless prohibited by other state or federal law.

Certified Candidate Pool

• This recruitment may be used to fill similar future vacancies for up to sixty (60) days.

Why Work for DRS?

At DRS, we are one team. We administer eight public retirement systems, 15 retirement plans, and the Deferred Compensation Program, and we serve over 930,000 current and former public employees in Washington. Our customers include fire fighters, teachers and school employees, state and local government employees, and public safety and law enforcement officers.

Regardless of what our specific duties may be, we are all dedicated to one purpose: ensuring our members have the information, tools, expertise and services that ensure they receive the retirement benefits earned while in public service. We foster a diverse and inclusive environment where team members are fully engaged and supported in meeting (and exceeding) our customers’ expectations. All DRS leaders are focused on providing the coaching, mentoring, resources and support that team members need to be successful.

DRS offers a generous benefits package that includes membership in the Public Employees Retirement System, health, dental and vision coverage and participation in the Deferred Compensation Program. Also, as a public service employee you may also be eligible for student loan forgiveness.

Other perks include:

• Flexible work schedules
• Infants at Work Program
• Tuition reimbursement
• Opportunities for professional growth
• Access to LinkedIn Learning
• Commitment to team member safety and wellness
• Community involvement and charitable giving opportunities
• Commute Trip Reduction Program
• Free Parking & and EV Chargers available

The Washington State Department of Retirement Systems is an equal opportunity employer supporting diversity, equity and inclusion. DRS does not discriminate on the basis of age, sex, marital status, sexual orientation, gender identity, race, creed, color, national origin, honorably discharged veteran or military status, or the presence of any sensory, mental or physical disability or the use of a trained dog guide or service animal by a person with a disability.