Records and Public Disclosure Coordinator (Forms & Records Analyst 3) (In-Training)

State of Washington; Richland (WA); Hybrid; USD 43,000 - 64,000; Full time

Job summary

Department of Ecology in Richland, WA seeks a Records and Public Disclosure Coordinator (In-Training) to organize lifecycle records, manage disclosures, and support environmental compliance efforts within the Nuclear Waste Program.

You will work with staff to store records, follow retention schedules, and use Laserfiche and ECM tools to improve workflows. Hybrid schedule requires two days in-office and telework for remaining days.

Qualifications

• Three years of experience and/or education related to duties of the position, including records management, retention governance, and records analysis.
• Ability to use electronic records and database tools to organize, track, and retrieve information.
• Ability to apply retention schedules and policies to properly organize, preserve, or dispose of records.
• Ability to search electronic systems (Laserfiche, shared drives, Outlook, program databases) to find routine agency records.
• Ability to enter information into records databases and avoid duplicates.
• Ability to identify routine issues with records, databases, or filing processes and resolve them with guidance.

Responsibilities

• Organize and maintain program records throughout their full lifecycle.
• Ensure records are accessible for staff and managers to make informed decisions.
• Create, label, audit, and reconcile files in the Central Files database.
• Maintain and improve the Central Files database and update entries as needed.
• Transfer records to the State Records Center and dispose of records per schedules and policies.
• Support onboarding and offboarding by integrating records into the filing system.
• Use Laserfiche to manage and store program records.
• Review, track, and process public disclosure requests with redactions as needed.
• Assist with litigation holds and discovery by locating relevant records.

Skills

Records Management

Retention & Governance

Records Research & Analysis

Electronic Records Search

Database Filing & Cross-Referencing

Problem Solving

Education

College-level coursework

Tools

Laserfiche

ECM tools

Outlook

Program databases

Shared drives

Job description

Keeping Washington Clean and Evergreen

The Department of Ecology is hiring a Records and Public Disclosure Coordinator (Forms and Records Analyst 3) (In-Training) within the Nuclear Waste Program.

Location:

• Richland Field Office in Richland, WA.
• Upon hire, you must live within a commutable distance from the duty station.

Schedule:

• A minimum of two days per week are required in the office.
• You may telework the other three days of the week, except when additional in-person meetings or activities are required.
• Schedules are dependent upon position needs and are subject to change.

Application Timeline:

• Apply by October 7, 2026
• Applications submitted after the date above may not be reviewed unless additional qualified applicants are needed.

As the Records and Public Disclosure Coordinator for the Nuclear Waste Program, you’ll help ensure the program’s records are well-organized, accurate, and easy for staff to access. You’ll work closely with teams across the Richland Field Office to guide staff on how to properly identify and store records and follow retention schedules for the records they create. You’ll also coordinate public disclosure requests, helping the public access information while ensuring the agency follows legal requirements.

This position offers direct experience with records systems, electronic content management tools, and real-world regulatory work. You’ll work with environmental permitting and compliance documentation, support litigation hold and discovery efforts, and help strengthen records workflows. It’s an excellent opportunity to grow your expertise in records management, public disclosure, and information governance within Washington State government.

What you will do:

• Organize and maintain program records throughout their full lifecycle, reducing unnecessary copies to improve efficiency and support environmental staff.
• Ensure records are properly managed and accessible so staff and managers have the information they need to make timely, informed decisions.
• Create, label, audit, and reconcile files in the Central Files database, removing duplicates and ensuring proper organization.
• Maintain and improve the Central Files database, including updating entries, correcting site names, and making format or function changes as needs evolve.
• Manage the transfer of records on a regular basis to the State Records Center and dispose of paper and electronic records according to retention schedules, laws, and agency policies.
• Support staff during onboarding and offboarding by reviewing and incorporating their records into the established filing system.
• Use Electronic Content Management (ECM) software, such as Laserfiche, to manage and store program records.
• Review, track, and process public disclosure requests, including locating records, redacting exempt information, and ensuring responses meet legal requirements.
• Assist with litigation holds and discovery efforts by identifying and retrieving records needed for legal or regulatory actions.

This position offers an in-training plan and may be filled at the Forms & Records Analyst (FRA) 2 or 3 level, depending on your qualifications. If you qualify at the FRA2 level and are hired, you will progress through an in-training plan to become an FRA3 within a specified time period.

For detailed information on how we calculate experience and responses to other frequently asked questions, please visit our Recruitment website.

Required Qualifications:

At the Forms & Records Analyst 2 level (In-Training)

Pay Range 42, $3,827 - $5,111 monthly

Three (3) years of experience and/or education related to the duties of the position, which must include the following:

• Records Management– Ability to manage records throughout their lifecycle to maintain compliance and ensure usability, including ability to use electronic records and database tools to organize, track, and retrieve information.
• Retention & Governance– Ability to apply retention schedules and policies to properly organize, preserve, or dispose of records.
• Records Research & Analysis– Ability to look through files and electronic information to find what’s needed and keep records organized.
• Electronic Records Search– Ability to search electronic systems (Laserfiche, shared drives, Outlook email, program databases) to find routine agency records.
• Database Filing & Cross-Referencing– Ability to enter information into records databases to make sure records are filed correctly and not duplicated.
• Problem Solving– Ability to identify routine issues with records, databases, or filing processes and use guidance, established procedures, and available resources to resolve them so daily work continues smoothly and accurately.

Education: college-level coursework

Examples of how to qualify:

• 3 years of experience.
• 2 years of experience AND 30-59 semester or 45-89 quarter college credits.
• 1 year of experience AND 60-89 semester or 90-134 quarter college credits (Associate’s degree).
• 90-119 semester or 135-179 quarter college credits or higher.

At the Forms & Records Analyst 3 level (Goal Class)

Pay Range 47, $4,300 - $5,779 monthly

Six (6) years of experience and/or education related to the duties of the position, which must include the following:

• Records Management– Ability to independently manage records throughout their lifecycle by organizing, categorizing, retrieving, securing, and disposing of complex paper and electronic records to maintain.
• Retention & Governance– Ability to independently apply retention schedules, laws, and agency policies to organize, preserve, or dispose of records so the program stays fully compliant, and records remain accessible, protected, and legally managed throughout their lifecycle.
• Policy & Legal Application– Ability to apply agency policies and state laws to ensure all records and disclosure work is fully compliant.
• Training & Guidance– Ability to explain procedures, advise staff and managers to promote consistent records and forms practices.
• Electronic Records Search– Ability to use advanced search methods across Laserfiche, program databases, shared drives, Outlook email, and other systems to find records for complex tasks.
• Critical Thinking & Problem Solving– Ability to analyze complex records situations, system inconsistencies, and process gaps, and develop practical solutions or recommendations to ensure records are accurate, accessible, compliant, and support program decision-making.

Education: college-level coursework

Examples of how to qualify:

• 6 years of experience.
• 5 years of experience AND 30-59 semester or 45-89 quarter college credits.
• 4 years of experience AND 60-89 semester or 90-134 quarter college credits (Associate’s degree).
• 3 years of experience AND 90-119 semester or 135-179 quarter college credits.
• 2 years of experience AND a Bachelor’s degree or higher.

Special Requirements/Conditions of Employment:

• Must meet U.S. Department of Energy requirements to obtain and maintain a badge for access to the Hanford Site Security Clearance badge.

Desired Qualifications:

• Software & Technology Proficiency– Ability to use advanced features in Microsoft Office Suite and related applications (Outlook, Word, Access, SharePoint, Adobe, Laserfiche, ECM tools, and program databases) to organize, track, analyze, and deliver complex records efficiently and accurately.
• Communication– Ability to communicate clearly and professionally, both verbally and in writing, to explain complex records or disclosure issues to non-technical customers and collaborate effectively with technical staff.
• Records Knowledge– Ability to apply knowledge of public disclosure requirements, records management standards, and retention schedules to ensure records are compliant, accessible, and properly maintained throughout their lifecycle.

If you are excited about this role and meet the required qualifications, we encourage you to apply. Desired qualifications reflect additional knowledge, skills, and experience that are nice to have but not required. Studies have shown that some applicants, especially women and people of color, are less likely to apply unless they meet every listed qualification. At the Department of Ecology, we are dedicated to building a diverse and authentic workplace centered in belonging, and we welcome applicants with varied backgrounds and unique perspectives.

Ecology does not use the E-Verify system; therefore, we are not eligible to extend STEM Optional Practical Training (OPT). For more information, please visit www.uscis.gov.

Application Process

Ecology seeks diverse applicants: We view diversity, equity, inclusion, and respect through a broad lens including race, ethnicity, class, age, religion, sexual orientation, gender identity, immigration status, military background, language, education, life experience, physical disability, neurodiversity, and intersectional identities. Qualified job seekers from all backgrounds are encouraged to apply.

Need an Accommodation?

If you need reasonable accommodation during the application and/or screening process, including this job announcement in an alternate format:

• Please contact us at 360-407-6186 or [e-mail]
• If you are deaf or hard of hearing, you may call through the Washington Relay Service by dialing 711 or 1-800-833-6384.

Questions?

• For specific questions about the position location options, schedule, or duties, please contact Christy Caldwell at [e-mail]
• If you need assistance applying for this job, are inquiring about the status of your application, would like to request the full position description, or have any other questions, please contact the Recruitment Team at [e-mail]

About the Nuclear Waste Program

The Nuclear Waste Program enforces regulatory compliance and oversees cleanup at the Hanford Site and other facilities managing nuclear waste statewide. It also promotes public involvement, congressional and federal contact, and interstate activities to enhance nuclear waste management, compliance, and cleanup of the Hanford Site.

About the Department of Ecology

As the State of Washington’s environmental protection agency, we are deeply committed to protecting, preserving, and enhancing Washington’s environment for current and future generations. Joining Ecology means becoming part of a team dedicated to protecting and sustaining healthy land, air, water, and climate in harmony with a strong economy. A career in public service at Ecology allows you to help solve some of the most challenging problems facing our state, while keeping your health and financial security a priority. We combine one of the most competitive benefits packages in the nation with a strong commitment to life/work balance. We invest in our employees to create and sustain a working environment that encourages creative leadership, effective resource management, teamwork, professionalism, and accountability.

Diversity, Equity, Inclusion, and Respect (DEIR)are core values central to Ecology's work. We strive to be a workplace where we are esteemed for sharing our authentic identities, while advancing our individual professional goals and collaborating to protect, preserve, and enhance the environment for current and future generations.

We believe that DEIR is both a goal and an action. We are on a journey, honoring our shared humanity and taking steps to demonstrate our commitment to a vision where each of us is heard, seen, and valued.

Ecology employees may be eligible for the following

• Medical/Dental/Vision for employee & dependent(s)
• Public Employees Retirement System (PERS)
• Vacation, Sick, and other Leave*
• 11 Paid Holidays per year*
• Public Service Loan Forgiveness
• Tuition Waiver
• Long Term Disability & Life Insurance
• Deferred Compensation Programs
• Dependent Care Assistance Program (DCAP)
• Flexible Spending Arrangement (FSA)
• Employee Assistance Program
• Commute Trip Reduction Incentive
• Combined Fund Drive
• SmartHealth *Click here for more information

To learn more about Ecology, please visit our website, explore Working at Ecology, check out our Strategic Plan, and connect with us on LinkedIn, Facebook, Instagram, YouTube, or our blog.

Equal Opportunity Employer

The Washington State Department of Ecology is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, veterans, military spouses or people with military status, and people of all sexual orientations and gender identities are encouraged to apply.

Collective Bargaining

This is a position covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.

Note:This recruitment may be used to fill other positions of the same job classification across the agency. Once all the position(s) from the recruitment announcement are filled, the recruitment may only be used to fill additional open positions for the next sixty (60) days.