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Job Description
DSHS ESA
Forms & Records Analyst 3 - Public Records Specialist The Public Records Specialist position within the Economic Services Administration (ESA) of DSHS is responsible for managing and responding to public records requests. Working under the ESA Public Records Manager, this role processes requests from various sources, including media, attorneys, legislators, citizens, and clients, especially those that are high-profile or controversial. The specialist ensures compliance with relevant policies and regulations, utilizes expertise in ESA records management, and provides technical consultation to ESA managers and staff statewide. This role involves identifying and protecting confidential information, assisting requestors, identifying responsive records, redacting exempt information, and maintaining records in accordance with retention requirements. Additionally, the specialist advises on complex disclosure requests and collaborates with management and legal teams to analyze and decide on public records disclosures. This position offers a hybrid work arrangement, balancing home-based work with on-site duties at our office in Olympia. Some of what you'll be doing: Process and Respond to
Public Records Requests:
Document requests in the Agency Records Request Tracking System, assign tasks, clarify requests, and provide initial risk assessments.
Correspondence:
Communicate with requesters to clarify the scope and specific information, send timely responses, and document all communication to mitigate fines.
Record Search and Collection:
Identify and gather all relevant records using various systems and tools; assist managers and staff in locating information.
Redact or Withhold Records:
Review records for compliance with federal and state laws, including privacy regulations, and perform redactions; consult with legal and risk management as needed.
Disclose Records:
Release records and notify requesters of any withholdings, utilizing the tracking system to manage requests.
Program Administration:
Research and interpret state and federal regulations, assist in developing plans to reduce the risk of non-compliance, maintain relationships with stakeholders, and analyze data for process improvements.
Management Consultation and Training:
Coordinate with stakeholders, represent ESA in meetings, provide training on public records procedures, and stay updated on legal changes affecting ESA records. What we're looking for: Experience using large databases to retrieve information. Knowledge of state and federal laws regarding public disclosure, confidentiality, and legal principles of discovery, including privacy standards such as HIPAA. Proficiency with computer redaction software. Excellent written and verbal communication skills. Ability to work in an organized and professional manner with all types of requesters, staff, and the public. Who should apply? We are searching for professionals with: A Bachelor's degree AND two years of experience in forms and/or records management, OR A High School Diploma or equivalent AND six years of experience in forms and/or records management. Interested? Along with your application, please include: An updated resume Three professional references with contact information Questions? Please reach out to DSHS Recruiter Ricky Luna at ricky.luna@dshs.wa.gov and reference job number #04899. The Department of Social and Health Services' (DSHS) vision that people find human services to shape their own lives requires that we come together with a sense of belonging, common purpose, shared values, and meaningful work. It is crucial to our agency's vision that you bring a fairness, access, and social justice commitment to your work with DSHS. We strive to support all Washingtonians, including Black, Indigenous, and People of Color, people with physical, behavioral health, and intellectual disabilities, elders, LGBTQIA+ individuals, immigrants and refugees, and families building financial security. Prior to a new hire, a background check including criminal record history may be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the job. This announcement may be used to fill multiple vacancies. Employees driving on state business must have a valid driver's license. Employees driving a privately owned vehicle on state business must have liability insurance on the privately owned vehicle. Washington State Department of Social and Health Services is an equal opportunity employer and does not discriminate in any area of employment, its programs or services on the basis of age, sex, sexual orientation, gender, gender identity/expression, marital status, race, creed, color, national origin, religion or beliefs, political affiliation, military status, honorably discharged veteran, Vietnam Era, recently separated or other protected veteran status, the presence of any sensory, mental, physical disability or the use of a trained dog guide or service animal by a person with a disability, equal pay or genetic information. Persons requiring accommodation in the application process or this job announcement in an alternative format may contact the Recruiter at (360) 725-5810. Applicants who are deaf or hard of hearing may call through Washington Relay Service by dialing 7-1-1 or 1-800-833-6384. E-Verify® is a registered trademark of the U.S. Department of Homeland Security
