Records and Information Specialist (EMS BAND 1)

State of Washington; Washington (District of Columbia); Hybrid; USD 73,000 - 82,000; Full time

Job summary

An established industry player is seeking a Records and Information Specialist to join their dynamic team. This full-time position offers the opportunity to manage public records requests and ensure compliance with legal deadlines while promoting equity and inclusion. You will be responsible for developing staff training and providing technical assistance for data retrieval. The role allows for a flexible work schedule and telework options, making it ideal for those seeking a balanced work-life environment. Join this mission-driven organization dedicated to restoring and protecting natural ecosystems, and contribute to meaningful change in your community.

Benefits

Flexible work schedules

Employee Assistance Program

Infant at Work Program

Agency-paid ORCA card for public transit

Tax-free hiring incentive

SmartHealth Wellness Program

Annual professional development allowance

Qualifications

• Strong project management skills including developing project plans and timelines.
• Proficiency in data management using Excel for analysis.

Responsibilities

• Manage public records requests under the WA State Public Records Act.
• Develop and deliver staff training on public records management.

Skills

Time Management

Problem Solving

Relationship Management

Project Management

Data Management

Diversity and Inclusion Advocacy

Education

Bachelor's degree in business or related field

Associate’s degree in business or related field

Juris Doctor degree

Tools

Microsoft Excel

Microsoft eDiscovery

Job description

Records and Information Specialist

(Exempt)

The starting salary offer will be determined based on the successful candidate's qualifications within the range of $73,644 – $81,372 annually. However, there is ability for salary progression for the individual.

Who We Are

The Puget Sound Partnership is a non-regulatory state agency leading the region’s collective effort to restore and protect the Puget Sound natural ecosystems. Our mission is to accelerate ecosystem recovery with our partners to achieve more vibrant habitats, water quality, food webs, and healthy human populations in Puget Sound.

We are proud to offer a suite of Employer of Choice initiatives and benefits in addition to state government’s full compensation and benefits. All of the Partnership’s employees have access and are welcome to enjoy the following:

• A healthy/work balance by offering flexible and alternative work schedules.
• Active and engaging equity and inclusion programs, including an affinity group and an employee-led Accountability Buddy Program.
• Exclusive access to the Employee Assistance Program’s Work/Life web portal that provides additional benefits and resources to Partnership employees.
• An Infant at Work Program that is based on the long-term health values of infant-parent bonding and breastfeeding newborns.
• An agency-paid ORCA card for public transit use in the Puget Sound region.
• A tax-free hiring incentive that includes a one-time $200 Amazon allowance for ordering at-home office equipment or preferred supplies to support the telework experience.
• SmartHealth Wellness Program with a $125 incentive towards state medical plan deductibles each year.
• An annual professional development allowance for gaining skills that advance the employee’s career in their current field of work.

Equity and Environmental Justice is foundational to the mission of the Puget Sound Partnership. While responsibilities may vary across our staff for implementing the specifics of our Pro-Equity Anti-Racism (PEAR) Strategic Plan and our Healthy Environment for All Act (HEAL) Implementation Plan, we know that each of us must do self-awareness work towards recognizing how extensively systemic racism affects our perspectives and how it impacts others. To be successful in both of these plans, we must advance the powerful mobilization efforts of communities, particularly those of color, who have experienced generations of racist land use decisions and social injustices.

For more information, visit our website: www.psp.wa.gov.

Position Details:

This full-time, unrepresented position reports to the Agency Work Planning and EPA Grant Manager (AWPGM) and is a member of the EPA (Environmental Protection Agency) Program. The EPA Program is an organizational section within the Internal Operations Division. This position is exempt from civil service law.

The default assigned work location of all Partnership positions – both on-site and telework – is within the State of Washington. Employees have a choice for their onsite work between our Olympia, Tacoma, or Seattle locations. Although employees can choose to work from our satellite office in Seattle, employees will not be eligible for the King County Duty Station Premium Pay.

Conditions of the Working Environment: Core business hours are 8:00 a.m. to 5:00 p.m., Monday through Friday. There are times when irregular hours will be required. The nature of this role relies heavily on remote and in-person collaboration. The Records and Information Specialist position is eligible to telework but is required to report on-site for in-office work, trainings, and meetings with partners at project locations. This position will not be eligible for out-of-state telework. Newly hired employees must begin their appointment within 90 days of the date of accepting the employee offer and report to the Olympia office headquarters in person on the first day of employment. In addition, if currently living outside of Washington state, newly hired employees must relocate to Washington state within 30 days of starting employment.

The Essential Duties of this Position:

• Manage agency responses to public records requests under the WA State Public Records Act.
• Identify, gather, and produce public records, ensuring legal deadlines are met.
• Review and redact responsive records, applying withholding exemptions as needed.
• Maintain a log of public records requests and manage the intake process.
• Develop and deliver staff training on public records, record retention, and management.
• Advise staff on public record requests, their roles, and risk mitigation.
• Conduct eDiscovery searches using effective terms and methods.
• Provide technical assistance for retrieving electronic data and metadata.
• Archive records with the State Records Center and manage Box Governance.
• Lead agency documentation of records retention, filing systems, and essential records schedules.
• Support agency work planning, including maintaining templates and guiding staff.
• Other duties as assigned.

Required Qualifications:

• Ability to manage time and prioritize projects to meet deadlines
• Proficiency in identifying problems and brainstorming solutions
• Strong relationship management and facilitation skills
• Project management skills including: developing project plans and timelines, monitoring project progress, and facilitating project meetings and decision-making processes
• Proficiency conducting data management using Excel including: sorting, filtering, summarizing, formatting, and preparing data for analysis
• Commitment to advancing diversity, equity, inclusion, and justice

In addition to the above required qualifications, a candidate must possess one (1) of the following required education and/or experience options:

• Nine (9) years of professional experience working with public records and records management.
• Associate’s degree in business, public administration, program management, human resources or closely allied field; AND seven (7) years of professional experience working with public records and records management.
• Bachelor’s degree in business, public administration, program management or closely allied field; AND five (5) years of professional experience working with public records and records management.
• An Advanced degree in business, public administration, program management, or closely allied field; AND three (3) years of professional experience working with public records and records management.
• Juris doctor degree; AND three (3) years of professional experience working with public records and records management.

Preferred Qualifications:

• Direct project management experience including: developing project plans, leading project teams, managing risks, facilitating communication, tracking performance, and managing resources
• Expert level experience with project management application structure and process
• Experience with researching, analyzing, and managing legal information
• Proficient in utilizing Microsoft eDiscovery on a regular basis as a tool to search, identify, deliver, collect, preserve, reduce, export, and review content in Microsoft 360 and Office 365 products
• Certified Public Records Officer from the Washington Association of Public Records Officers (WAPRO) or Certified Records Manager certification from the Institute of Certified Records Managers (ICRM)
• Experience providing records management services to include records scheduling and inventory
• Knowledge of information governance principles/practices; general understanding of information technology
• Experience working in Washington state government

You don’t check every qualification listed? Please apply anyway! Studies have shown that traditionally marginalized communities - such as women, LGBTQ+ and people of color - are less likely to apply to jobs unless they meet every single qualification - even if they might be a great fit for the role! If you’re excited about this opportunity but your experience doesn’t align perfectly with every single qualification in the job description, we encourage you to still consider applying. If you have lived experience that is equivalent to the preferred experience mentioned above, please apply! Tell us about it in your cover letter and how that experience qualifies you for this work.

Click on "Apply" to submit your detailed application. Please attach the following documents to be considered. Letters of interest and resumes are used to assess and determine which applicants advance to interviews. Documents not submitted before the closing date of the job posting will prohibit your application from being considered.

• A letter of interest that describes how you meet the qualifications listed in this bulletin and the value you would bring to the position, agency, and our mission. You are welcome to include the name and pronouns you would like to be referred to in your materials and we will honor this as you interact with our organization.
• Current resume, detailing experience, and education.
• A list of at least three (3) professional references with current contact information. One of the references must be a current or recent supervisor (within the last 12 months) that had direct supervisory responsibilities to set performance expectations and evaluate your performance.

Things we ask you NOT include in your submission:

• Do not include your salary history. Salary offers are based on the quality of your skill set and not whether you have the right salary history.
• Please remove any private or personal information such as your social security number, date of birth, marital status, family status, etc.
• Do not attach documents that are password protected.

Note: By submitting these materials, you are indicating that all information is true and correct. The state may verify the information. Any untruthful or misleading information is cause for removal from the applicant pool or dismissal if employed. A resume will not substitute for completing the “duties summary” section of the application. Please do not say “refer to resume for detail” in your question responses, or your application may be disqualified.

Other Information: This is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.

The Puget Sound Partnership celebrates our differences and we are committed to a workplace that supports equal opportunity employment and inclusion regardless of race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity diversity, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. We will also consider qualified applicants with criminal histories, consistent with applicable federal, state and local laws.

Should you have any questions regarding this position or the online application, or need this job announcement in an alternative format, contact George Deguzman by email at [e-mail]. 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.