Job Description

Description

Keeping Washington Clean and Evergreen

The Department of Ecology is hiring a Public Disclosure & Records Information Management Coordinator (Forms & Records Analyst 3) within the .

Location:

• Headquarters Office in Lacey WA .
• Upon hire you must live within a commutable distance from the duty station.

Schedule:

• This position is eligible for telework and flexible schedule options.
• A minimum of 60% of your pay period is required in the office. You may telework some of your work time mixed with in-person meetings and activities.
• Schedules are dependent upon position needs and are subject to change.

Application Timeline:

• Apply by December 1 2025.
• This position will remain open until filled. The agency reserves the right to make a hire at any time after application review begins. Applications received after the date above may not be considered.

Duties

As the Public Disclosure and Records Information Management Coordinator for the Toxics Cleanup Program (TCP) youll be a key player in ensuring that complex administrative litigation and public disclosure records are processed accurately and in full compliance with state requirements. You will manage and streamline both physical and electronic records systems perform advanced searches across multiple databases and uphold high-quality documentation and indexing addition to working with internal TCP staff youll also provide support to external partners and the public while offering expert guidance training and support on records management best practices. You will work with many different diverse groups of individuals in both the disclosure and records management spheres. As a trusted subject matter expert you will help strengthen the agencys transparency and efficiency through well-organized records production effective retention processes and timely accurate disclosures.

If you enjoy being a go-to resource mastering diverse systems and making a meaningful impact on how information flows across an organization this position offers a dynamic and rewarding opportunity.

What you will do:

• Manage public disclosure requests in compliance with regulations and agency policies from intake through closure.
• Review evaluate and redact responsive records applying exemptions and producing accurate legally defensible work products.
• Consult and coordinate with program staff management agency public disclosure officer attorneys and external interested parties on sensitive privileged or litigation-related disclosure issues.
• Communicate with requesters to clarify scope provide status updates and facilitate on-site or electronic record reviews.
• Track document and manage disclosure activities in Ecology platforms and retain disclosure-related records in accordance with retention schedules.
• Prepare and issue required correspondence (5-day letters closure notices invoices) in compliance with legal and agency standards.
• Provide consultation and training to program staff on defensible record collection disclosure compliance and best practices.
• Develop maintain and update disclosure-related guidelines forms and repositories to ensure consistent practices across the program.
• Implement manage and maintain program records management systems ensuring compliance with state statutes and agency policies for retention disposition transfer and storage of manual and electronic records.
• Apply technical expertise in records management systems e-discovery standards and forms design to analyze and resolve complex records issues.

Qualifications

For detailed information on how we calculate experience please visit our Recruitment website.

Six years of experience and/or education as described below:

• Experience with administrative support forms and/or records management. Experience must include demonstrated competence in the following areas:
  • Public records compliance and analysis knowledge of laws and policies governing disclosure and retention with the ability to interpret apply and advise on requirements.
  • Records management systems and tools proficiency with electronic/cloud-based systems (e.g. Microsoft 365) for organizing preserving and retrieving records.
  • Communication and training ability to explain technical and legal concepts clearly provide staff training and prepare accurate written guidance and correspondence.
  • Collaboration and problem-solving skill in working with staff management and external parties to resolve complex disclosure and records issues.
• Education : College level course work.

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 (Associates degree).
• 3 years of experience AND 90-119 semester or 135-179 quarter college credits.
• 2 years of experience AND a Bachelors degree.
• A Masters degree or above.

Desired Qualifications:

• Knowledge and understanding of RCW 42.56 Public Records Law RCW 43.21 A.160 Department of Ecology Confidential and WAC 44-14 Public Records Act Model Rules.
• Experience processing public disclosure requests under RCW 42.56 and similar public records laws.
• Experience developing and delivering training programs on records management or disclosure compliance.
• Familiarity with forms design workflow analysis or enterprise content management systems.
• Experience coordinating with legal counsel auditors or regulatory agencies on records-related issues.

If you are excited about this role but not sure if your experience aligns perfectly with every qualification in the job description we encourage you to apply. Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At the Department of Ecology we are dedicated to building a diverse and authentic workplace centered in belonging. You may just be the needed candidate for this or other roles.

Supplemental Information

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 .

Our Commitment to DEIR

Diversity Equity Inclusion and Respect (DEIR) are core values central to Ecologys 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.

Diversity: We celebrate and appreciate diversity; our unique perspectives and abilities enrich us all and lead to innovative approaches and solutions.

Equity: We champion equity recognizing that each of us need different things to thrive.

Inclusion: We intentionally create and hold space so that we all have meaningful opportunities to participate and contribute to Ecologys work.

Respect: We treat each other with respect and dignity acknowledging the inherent worth of our diverse perspectives and lived experiences even in times of uncertainty and disagreement.

We believe thatDEIR 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.

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.

How to Apply

Click Apply at the top of this page. Complete the entire application including full work history and responses to all supplemental questions. The following documents are also required :

• Cover letter describing your interest in and qualifications for this position
• Resume

Because we base our selection on the information you provide it is in your best interest to complete the application thoroughly. A resume will not substitute for the work experience section of the application or vice versa. Applications with blank fields or supplemental question responses with comments such as see resume may be considered incomplete.

For detailed application information please visit our Recruitment website.

Application Attestation: By submitting an application you are affirming that the information contained in your application and on all attachments is complete and truthful. The state may verify this information and any false or misleading answers may result in rejection of your application or dismissal if employed.

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 or .
• If you are deaf or hard of hearing you may call through the Washington Relay Service by dialing 711 or 1-.

Questions

• For specific questions about the position location options schedule or duties please contact Samatia Snodgrass at .
• 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 .

About the Toxics Cleanup Program

The Toxics Cleanup Programs (TCP) mission is to protect Washingtons human health and environment by preventing and cleaning up pollution and supporting sustainable communities and natural resources for the benefit of current and future generations. TCPs goals are to detect and prevent underground tank leaks cleanup sites to leverage cleanup to invest in and support communities and build a workplace of choice.

This position is located within the Records Unit which provides information tools and services that support Ecology staff and managers in their efforts to achieve program goals. Records customers include three main groups:

• TCP managers who require information to evaluate program performance and make decisions regarding budget grant applications workload and resource allocation.
• TCP staff who require information on environmental conditions at particular sites and analytical tools for evaluating that information when developing cleanup plans.
• The public who request information on sites and program performance (for example members of news media land developers general public etc.)

About the Department of Ecology

As the State of Washingtons environmental protection agency we are deeply committed to protecting preserving and enhancing Washingtons 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 invest in our employees to create and sustain a working environment that encourages creative leadership effective resource management teamwork professionalism and accountability.

Ecology employees may be eligible for the following : Medical/Dental/Vision for employee & dependent(s) Public Employees Retirement System (PERS) 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 Incentives 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.

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Required Experience:

IC

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