Forms & Records Analyst 3

Description About WSDOT The Washington State Department of Transportation (WSDOT) is a multimodal agency with a global reputation for excellence. Our dedicated workforce plans, designs, builds, and operates an integrated transportation system that safely and efficiently moves people and goods throughout the state. In addition to maintaining over 20,000 lane miles of state highway and 4,100 bridges, WSDOT leads an award-winning Active Transportation Plan, manages the world's longest floating bridge, and operates the largest ferry system in the nation! The Opportunity WSDOT is seeking a Forms & Records Analyst 3 to serve as the Construction Division's subject-matter expert for records governance, archival management, and public disclosure response. In this role, you will oversee complex records programs supporting transportation construction projects, materials testing, geotechnical investigations, financial records, and other critical business functions. This position plays a key role in ensuring compliance with state records retention requirements, managing the lifecycle of both paper and electronic records, and supporting public transparency through effective records disclosure practices. You will develop and implement records management standards, provide expert consultation to staff and leadership, and help preserve information that supports WSDOT's mission and long-term organizational history. What to Expect Among the varied range of responsibilities held within this role, you will: Manage complex construction, materials, geotechnical, payroll, financial, and reimbursable agreement records throughout their lifecycle. Ensure the secure preservation, storage, and integrity of permanent and archival records in accordance with approved retention schedules. Oversee records digitization efforts and perform quality assurance reviews to ensure accuracy and completeness. Develop and maintain records systems that support audits, litigation holds, historical research, and public disclosure responses. Analyze public records requests to determine scope, intent, and potentially responsive records. Identify, locate, and collect records across paper files, electronic repositories, shared drives, email systems, and project databases. Interpret and apply records retention schedules, statutes, and agency policies to technical and operational records. Develop, implement, and maintain division-wide records management procedures, standards, and internal controls. Conduct compliance reviews and recommend corrective actions to support adherence to records management requirements. Provide consultation and technical assistance to staff and management regarding records management and disclosure requirements. Qualifications To be considered for this opportunity, the following competencies are required:

Records Management Systems:

Demonstrated skill in designing, organizing, and maintaining structured filing systems for high-volume paper and electronic records, including naming conventions, metadata structures, and document control practices that support retrieval and compliance.

Records Governance:

Demonstrated knowledge of hybrid (paper and digital) records lifecycle management, including classification, retention, archival designation, preservation, and lawful disposition of records.

Records Compliance:

Demonstrated skill in interpreting and applying records retention schedules and disclosure requirements to complex and technical records.

Records Research and Retrieval:

Demonstrated skill in conducting comprehensive searches across multiple repositories, including shared drives, email systems, databases, and archived paper records.

Written Communication:

Demonstrated skill in developing written procedures, guidance documents, and records management resources.

Public Disclosure Analysis:

Ability to independently analyze public records requests and determine responsive records.

Consultation and Communication:

Ability to communicate records management requirements, expectations, and compliance considerations clearly to management and staff.

Technology Proficiency:

Ability to operate office technology and software used to manage, retrieve, and maintain records.

Growth Mindset:

Actively demonstrates a commitment to learning and growth.

Service-Oriented:

Takes action to meet the needs of others. It is preferred that qualified candidates also demonstrate:

Public Records Knowledge:

Familiarity with Washington State public records laws, records retention schedules, and statutory requirements governing public records.

Enterprise Content Management:

Demonstrated knowledge of enterprise content management systems and automated retention technologies.

Change Management:

Demonstrated knowledge of change management principles related to records modernization initiatives.

Program Improvement:

Demonstrated skill in leading records management improvement initiatives.

Disclosure and Litigation Support:

Demonstrated skill supporting litigation holds or complex public disclosure responses.

Strategic Planning:

Ability to develop long-term records modernization plans aligned with organizational goals.

Advanced Technology Skills:

Demonstrated proficiency using databases, records systems, and Microsoft Office applications to manage and analyze information.

Electronic Records Formats:

Familiarity with Adobe products and electronic file formats such as PDF, JPG, and TIFF.

Troubleshooting:

Ability to independently identify and resolve records system or database issues.

Adaptability:

Ability to learn and adapt to evolving technology and software platforms. Important Notes This recruitment may also be used to fill additional positions per business needs. This position offers flexible/hybrid remote work options. In addition to the salary range listed, a general wage increase of 2% will be applied for all state employees on July 1, 2026. In addition to base salary, employees may be entitled to other forms of compensation depending on the type, duties, or location of the position. For union-represented positions, more information on other forms of compensation can be found in the applicable Collective Bargaining Agreements. Information on other compensation types for non-represented positions can be found in Chapter 357-28 of the Washington Administrative Code. WSDOT 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 Why WSDOT Work-Life Balance

• We are committed to ensure that our staff experience the reward of public service, while also sustaining a routine that suits each individuals' lifestyle. As such, there are a number of flexible schedule options available, including telework options for eligible positions. Paid Leave
• In addition to 12 paid holidays, full-time employees may earn up to 25 paid vacation days per year! Tuition Assistance
• Permanent employees have several options for assistance with education expenses, including tuition reimbursement programs, government discounts at participating colleges throughout the state, and eligibility for federal student loan forgiveness. Plan For Your Future
• WSDOT offers a comprehensive benefits package that includes a variety of healthcare options.

Employees also have their choice of state retirement programs, and much more. Go to State Benefits for more information. Check out this video to learn more: Why WSDOT? How to Apply Applications for this recruitment will be accepted electronically. Your relevant experience may be evaluated to determine salary. Therefore, it is very important that the "Work Experience" portion of the application be completed in as much detail as possible. In order to be considered for this opportunity, please include the following with your online application: An attached Resume outlining (in reverse chronological order) your experience to date. An attached Cover Letter that further explains your qualifications and indicates why you believe you are a viable candidate for this role. Contact details for a minimum three (3) individuals who can attest to your work performance, technical skills, and job-related competencies. This information can be entered in the "References" section of the online application; does not require an additional attachment. Please click the "APPLY" button to proceed. Note that you will be prompted to either sign in or create an account. This step is required in order to submit an application to this opportunity. WSDOT is an equal opportunity employer. We value the importance of creating an environment in which all employees can feel respected, included, and empowered to bring unique ideas to the agency. Our diversity and inclusion efforts include embracing different cultures, backgrounds and viewpoints while fostering growth and advancement in the workplace. All persons, regardless of race, ethnicity, age, veteran status, sexual orientation, and/ or gender identity, are encouraged to apply. Persons with disabilities needing assistance in the application process, or those needing this job announcement in an alternative format may contact the listed Recruiter. Contact Us For inquiries about this posting, you may contact the assigned Recruiter at Rachel.

Giese@wsdot.wa.gov. Please be sure to reference 26DOT-HQ-05597 in the subject line.