Senior Records & Discovery Specialist

State of Washington; Grand Mound (WA); On-site; USD 60,000 - 80,000; Full time

Job summary

Washington State Department of Social and Health Services seeks a Senior Records and Disclosure Specialist to coordinate complex records requests, legal discovery, and records retention across Behavioral Health Treatment Centers programs. You will advise leadership and improve records processes, ensuring secure handling and compliant documentation.

Qualifications include a bachelor’s degree with two years of forms/records management experience or a high school diploma with six years of related

Qualifications

• Bachelor’s degree and two years of experience in forms and/or records management.
• OR
• High school diploma or equivalent and six years of experience in forms and/or records management.
• Equivalent education/experience will substitute year for year.
• Must pass typing and communication tests before appointment.

Responsibilities

• Coordinate complex public records requests, subpoenas, discovery requests, and other legal records matters across BHTC programs and locations.
• Review each request, clarify its scope, identify record holders, and establish search and review steps.
• Collect, organize, track, and securely transfer responsive electronic and paper records.
• Document searches, consultations, decisions, deadlines, and records provided.
• Coordinate medical-record portions of requests with authorized health-records staff, Privacy, Legal Services, or the Public Disclosure Office.
• Monitor records-retention requirements and coordinate transfer, storage, migration, archival preparation, and authorized disposition.
• Ensure legal holds and records holds are followed.
• Identify records-system problems and recommend practical solutions.
• Develop and maintain forms, procedures, job aids, tracking tools, and records repositories.
• Serve as an administrator for BHTC SharePoint document libraries that contain approved forms, policies, procedures, and manuals.
• Compile records information and reports for BHTC leadership, courts, and other authorized parties.
• Provide guidance and training to staff on records processes, secure handling, retention, and documentation.
• Consult with leadership about complex, sensitive, or high-risk records matters.
• Escalate questions requiring legal, privacy, clinical, or public-disclosure decisions to the appropriate authority.
• Provide limited records-related backup support to an Admissions Coordinator when assigned and consistent with the approved position description.

Skills

Typing

Communication

Education

Bachelor’s degree + 2 years forms/records mgmt

HS diploma + 6 years forms/records mgmt

Job description

Washington State Department of Social and Health Services seeks a Senior Records and Disclosure Specialist to coordinate complex records requests, legal discovery, and records retention across Behavioral Health Treatment Centers programs. You will advise leadership and improve records processes, ensuring secure handling and compliant documentation.

Qualifications include a bachelor’s degree with two years of forms/records management experience or a high school diploma with six years of related