Public Records Designee - Program Specialist 4

State-of-Washington-Dept.-of-Revenu; Tumwater (WA); On-site; USD 90,000 - 120,000; Full time

Job summary

The Department of Revenue (DOR) seeks a detail-oriented Public Records Designee within the Information Governance Office (IGO) in Tumwater, WA. The role supports timely, accurate responses to public records requests and advises management on policy and statutory requirements.

The position emphasizes rigorous research, high standards for confidentiality, and collaboration with Public Records Officers and staff across divisions.

Qualifications

• Demonstrated ability to research, interpret, and apply state public records statutes (RCW 42.56) through policy or regulatory work.
• Strong written and verbal communication with diverse stakeholders at all levels.
• Ability to develop training and guidance for staff on policies or statutory requirements.
• Experience handling confidential information with sound judgment and discretion.
• Proven ability to coordinate complex workflows and monitor multiple records requests.

Responsibilities

• Develops and directs the research, analysis, and collection of records for public records responses.
• Coordinates with division coordinators and others to plan actions and provide technical assistance.
• Monitors compliance with statutes and agency policies; manages workflows and deadlines.
• Reviews records and coordinates with staff and legal counsel as needed before release.
• Provides training and guidance to staff on public records requirements.

Skills

Research and interpret statutes

Stakeholder communication

Project coordination

Deadline management

Training and guidance

Confidential information handling

Collaboration across divisions

Adaptability

Tools

Microsoft Purview eDiscovery

GovQA

Job description

This is a non-permanent appointment expected to last through June 30, 2027.

The Department of Revenue (DOR) seeks a detail-oriented program specialist to join its Public Records team within the Information Governance Office (IGO) located in the Executive division as a Public Records Designee (Program Specialist 4) in Tumwater, WA.

The work in our IGO is fast paced, requiring quick transitions while still maintaining focus. A collaborative leader and a diverse, creative team work together, helping one another successfully manage one of the agency's most important assets, information. This incredible opportunity will help our IGO achieve its purpose to maximize the value of information while minimizing associated risks and costs.

The ideal candidate believes in great customer service and government transparency, can stay focused for long periods on large records sets, and provides services that enables DOR to better serve the public with timely and accurate responses.

The hiring manager will begin reviewing applications on September 21, 2026, and may make a hiring decision any time after.

Revenue is a dynamic learning organization where you will experience a remarkable work-life balance, with amazing leadership and talented co-workers ready and focused to achieving the agency's goals. We value diverse perspectives and life experiences. We employ and serve people of all backgrounds, including people of color, immigrants, refugees, LGBTQ+, people with disabilities, and veterans. This unique culture of respect promotes a professional family of cohesive groups maximizing potential through opportunity. We offer a generous benefits package that includes defined benefit retirement plans, health, dental, and vision coverage, and deferred compensation plans, and as a public service employee, you may also be eligible for student loan forgiveness.

Visit these links to watch our recruitment video to find out more about our agency and see what our employees say about why Revenue is a great place to work.

This position serves as one of the agency’s Public Records Designees. It ensures the agency follows the Public Records Act, RCW 42.56 RCW. This is a high-impact collaborative role that works closely with the Public Records Officer, division Public Records Coordinators, and staff across the agency. This position provides technical advice to agency management and provides input on policy. It provides public records training to agency staff as needed. This position is required to analyze statutes as they relate to the release of public records and confidential information, rules, and policy.

This position protects the interests of the Department while serving the needs of our customers through the public records request process. This position supports the Department’s 2024-2029 Strategic Business Plan to administer programs and services effectively and efficiently. Reporting to the agency’s Public Records Officer, here are some other duties you can expect as a Public Records Designee:

• Develops, tracks, manages, organizes, and directs the research, analysis, and collection of records relevant to responses to the public records requests.
• Coordinates responses with others in defining needs, planning and developing courses of action, and providing technical assistance.
• Monitors and tracks compliance with statutes, policies, and procedures.
• Coordinates with division public records coordinators.
• Coordinates with other public records designees in responding to requests.
• Determines the level of research, method of analysis or study required, and provides responsive records.
• Conducts second reviews produced by other designees before the release of records.

The incumbent must possess a combination of the following knowledge, skills, abilities, and progressive experience that demonstrates readiness to successfully perform the duties and tasks of this position:

Demonstrated ability to research, interpret, and apply state public records statutes (including RCW 42.56 and other relevant exemptions) gained through progressive experience analyzing laws, rules, policies, or handling confidential information in a regulatory, legal, or records-management environment.

Proven ability to effectively coordinate complex workflows by independently managing, monitoring, and organizing multiple public records requests using electronic tools such as Microsoft Purview eDiscovery and GovQA, as demonstrated through prior records processing, legal support, investigative, or compliance work.

Demonstrated skill in clearly and professionally communicating with diverse stakeholders at all organizational levels—both verbally and in writing, supported by experience preparing written responses, coordinating with legal counsel, or providing technical guidance in a customer-facing or regulatory setting.

Advanced experience analyzing large volumes of electronic records and applying appropriate redactions or exemptions, using document review tools or electronic records systems, showing the ability to exercise sound judgment and protect confidential information.

Proven ability to manage competing deadlines and prioritize workload effectively, illustrated through past roles requiring organization, adherence to timelines, and the ability to work independently under administrative direction.

Demonstrated interpersonal skills and the ability to collaborate with colleagues across divisions, as evidenced by experience working on cross-functional teams, supporting coordinated processes, or facilitating information exchange between program areas.

Advanced experience providing training, guidance, or technical assistance to staff on policies, procedures, or statutory requirements, demonstrating the ability to translate complex requirements into understandable instructions.

Demonstrated ability to handle sensitive or challenging customer interactions with professionalism and tact, gained through experience in customer-service roles, complaint resolution, legal processes, or environments dealing with confidential or contentious matters.

Proven ability to maintain strict confidentiality and uphold high ethical standards, as shown through previous work involving sensitive personnel records, protected information, or legally restricted data.

Demonstrated ability to adapt to new technologies, processes, and priorities through prior experience working with electronic records systems, learning new software tools, or adjusting to changes in workload demands or statutory requirements.

Equity Competencies:

• The ability to take action to learn and grow.
• The ability to take action to meet the needs of others.
• Uses an equitable and inclusive approach.

Learn about our Core Equity Competencies to understand the foundational skills, mindsets, and approaches we value and cultivate in our workforce.

This position functions within a fast-paced, complex environment within which accuracy, timeliness, and communication are essential. Throughout our selection process, we will also be evaluating candidates who clearly demonstrate the behavioral attributes and skills to be successful in this environment.

Hello, my name is Lance, and I will be assisting with this announcement. As a 20-year Department of Revenue employee, I understand the importance of finding a rewarding career with a work-life balance. At Revenue, we pride ourselves in connecting talented individuals with opportunity and would like to answer any questions you have.

Please contact any part of the Staffing team at [e-mail] or give me a call [phone].

The Human Resource Division may use referrals from this recruitment to help fill future similar vacancies for up to six months.

Prior to a new hire, a background check including criminal record history will 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 position.

The Department of Revenue is proud to be an equal opportunity employer. We embrace diversity and offer a respectful, inclusive culture for people with disabilities, as well as members of all protected groups and statuses. We encourage you to apply.

If you need help during the application process, please call the Human Resources Office at 360-704-5731. Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.