Public Records Analyst - Management Analyst 3 - Non-Permanent

Salary: $4,865.00 - $6,538.00 Monthly Location : Thurston County - Olympia, WA Job Type: Full Time - Non-Permanent Job Number: 2024-13359 Department: Dept. of Fish and Wildlife Opening Date: 11/22/2024 Closing Date: 12/8/2024 11:59 PM Pacific Description Title- Public Records Analyst Classification- Management Analyst 3 Job Status- Full-Time/Non-Permanent Appointment Length- 12 months WDFW Program- Director's Office - Public Records Unit Duty Station- Olympia, Washington - Thurston County Learn more about being a member of Team WDFW Photo Caption: Late October - Photo Credit: WDFW This position supports DFW's mission by promoting public trust through transparency and ensuring timely access to relevant information. It plays a key role in evaluating, coordinating, and recommending strategies to meet the agency's records production needs while providing technical assistance to Public Records Coordinators and program staff across the Department. Collaborating with program and regional teams, this role develops and implements effective search methods to reduce legal risks and enhance compliance with complex public records requests and discovery processes. The position upholds and models adherence to the Public Records Act (RCW 42.56), Records Act (RCW 40.14), discovery rules, confidentiality requirements, attorney-client privilege, agency policies, the Ethics in Public Service Act, and other applicable regulations governing information access and use. Given the time-sensitive nature of the duties, this role demands a strong focus on deadlines and attention to detail. What to Expect- Among the varied range of responsibilities held within this role, the Working title will, Receive and interpret public records requests from public and private citizens for Department. Assign public records requests to program FRA2/3 knows as Public Records Coordinators. Review program-level Forms and Records Analysts 2/3 known as Public Records Coordinators records productions for quality, relevance, and consistency. Conduct records audits to ensure quality and adequacy of search and records production. Serve as liaison between Department and public and private citizens via direct communication and response with requested records. Analyze and interpret case law, statutes, and administrative rules for application of exemptions to records with potential sensitive information. Consults with PRO, management, Public Records Coordinators and program staff in the management of public records requests, optimize searches to mitigate legal risk and improve search efficiency. Works with the Public Records Officer to design response and appropriate workflow and search for complex or high-risk public records requests. Consults with affected programs to provide advice and guidance on PRA compliance. Interprets language of public records request to determine search terms for agency-wide electronic records search. Working Conditions: Work Setting, including hazards: Office setting. Telework options available at the discretion of the supervisor. Schedule: 8:00 a.m. - 5:00 p.m., Monday-Friday. May be required to work occasional weekends and evenings, depending on workload. Some overtime may be required on short notice. Travel Requirements: Some travel may be required throughout the State. Customer Interactions: Frequent interaction with members of the public and with WDFW staff. Qualifications: Required Qualifications: Option 1: Associate's degree and two (2) years of experience with public records requests or discovery. Option 2: High school diploma and three (3) years of experience managing public records requests for a governmental agency. Option 3: Equivalent education/experience. Required for all options above: Two (2) years of experience working with the Washington State Public Records Act (RCW 42.56) and Washington State Preservation and Destruction of Public Records (RCW 40.14) Two (2) years' written and oral communication skills including clear and professional memorandums, emails, letters and other correspondence to the public, staff and legal counsel. Two (2) years' experience maintaining confidentiality working with sensitive and personal information. Three (3) years' experience with computer software programs, including Microsoft software programs, including O365, Word, Excel, PowerPoint, SharePoint, Outlook, eDiscovery. Two (2) years of experience multitasking in a busy work setting. Special Requirements/Conditions of Employment: Selected employee must attain CJIS Level 4 Certification, which includes fingerprinting and background check upon hire. Preferred Qualifications: In addition to the required qualifications, our ideal applicant will possess some or all the following: Three (3) years of experience with public records requests or discovery Four (4) years of experience managing public records request for a governmental agency. One (1) year of experience with Adobe Pro or equivalent review and redaction software One (1) year of experience conducting search and collection of records within Microsoft O365 Two (2) years dedicated experience performing legal analysis, reviewing polices, laws, rules or regulations. Two (2) years' experience with the Washington State Public Records Act (RCW 42.56). Ability to conduct proactive and defensible electronic record searches leveraging Boolean search parameters. Your application should include the following: A completed online application. An up-to-date resume (chronological preferred) showcasing how your qualifications align with the job requirements. A cover letter detailing your interest in the position, your relevant skills and experience, and why you are the ideal candidate. At least three professional references with current contact information. Supplemental information: In addition to and other , there are other that WDFW employees may be eligible for. Click the "Benefits" tab at the top of this announcement to learn more. Important Note: All new employees must complete an Employment Eligibility Verification Form (I-9 Form) on their first day of work. If hired for this or any position at WDFW, you will be required to provide documentation proving you are eligible to work in the United States. For a list of acceptable documents, please use the following link: https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents Union - WFSE: This position is covered by a collective bargaining agreement between the State of Washington, Department of Fish and Wildlife and the Washington Federation of State Employees (WFSE). This recruitment may be used to fill positions in addition to those listed. Veteran and Military Spouse Preference Notice: Per RCW 73.16.010 Veterans and spouses of active-duty military personnel who meet the minimum qualifications of a position are eligible for preference during the initial application review stage. To receive this benefit, please do the following: Notify us of your veteran or military spouse status by email at RecruitmentTeamdfw.wa.gov Veterans only - Attach a copy of your DD214 (Member 4 copy), NGB 22 or USDVA signed verification of service letter. Please redact any PII (personally identifiable information) data such as social security numbers. Subject line must include recruitment number, position, and spouse/veteran (example: 2024-1234 - Biologist 1 - Veteran) Include your name as it appears on your application in careers.wa.gov. Diversity, Equity, and Inclusion Employer As part of WDFW's efforts to advance respectful and inclusive work environments, the Agency expects inclusivity as part of our professional interactions and communications. Therefore, we want to ensure that all individuals feel welcome, are treated fairly and respectfully. All staff are empowered to fully contribute to serving their work unit, Agency, and the citizens of Washington. The Department of Fish and Wildlife 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, disabled and Vietnam era veterans and people of all sexual orientations and gender identities are encouraged to apply. Request an accommodation: Persons needing accommodation in the application process or this announcement in an alternative format please contact Jayme Chase by phone 360-902-2278 or email Jayme.Chasedfw.wa.gov, or the Telecommunications Device for the Deaf (TDD) at 800-833-6388. Technical Difficulties: If you are having technical difficulties creating, accessing, or completing your application, please call NEOGOV toll-free at (855) 524-5627 or . Other questions: If you have other questions regarding this position, please reach out to and reference the job number in the subject line: Follow us on social media: LinkedIn | Facebook | Instagram dh More than Just a Paycheck Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation. We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs. Read about our benefits: The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time. Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits. Insurance Benefits Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state. Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts. To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs. Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses. Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction. The Washington State Employee Assistance Program promotes the health and well-being of employees. Retirement and Deferred Compensation State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site. Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options. Social Security All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system. Public Service Loan Forgiveness If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program. Holidays Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year. Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information. Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday. Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave. Sick Leave Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave. Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday. Vacation (Annual Leave) Full-time employees accrue vacation leave at the rates specified in (1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave. Part-time employees accrue vacation leave hours in accordance with (1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday. As provided in , an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165. Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave. Military Leave Washington State supports members of the armed forces with 21 days paid military leave per year. Bereavement Leave Most employees whose family member or household member dies, are entitled to three (3) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave. Additional Leave Leave Sharing Family and Medical Leave Act (FMLA) Leave Without Pay Please visit the State HR Website for more detailed information regarding benefits. Updated 12-31-2022 01 Do you have a valid driver's license? Yes, I have a current, valid driver's No, I do not have a current, valid driver's license 02 Please select the option below that best describes the highest level of education you have completed. High School Diploma/GED. Some College. Vocational Degree or Certificate. Associate's Degree. Bachelor's Degree. Master's Degree. Ph.D. None of the above. 03 What is your major area of study? If you possess multiple degrees, please list each degree and major. (If this does not apply to you, please put N/A.) This includes both vocational and college education. 04 Which of the following best describes your experience with processing public records requests or discovery? Less than two (2) years More than two (2) years No experience 05 Please briefly describe your experience with processing public records requests or discovery. ("See Resume" is not a valid response, if you do not have this experience, put N/A). 06 Which of the following best describes your experience managing public records requests for a government agency? Less than three (3) years More than three (3) years No experience 07 Please briefly describe your experience managing public records requests for a government agency. ("See Resume" is not a valid response, if you do not have this experience, put N/A). 08 Do you have at least two (2) years of experience working with the Washington State Public Records Act (RCW 42.56) and Washington State Preservation and Destruction of Public Records (RCW 40.14)? Yes No 09 Please briefly describe your experience working with sensitive, confidential and/or personal information. ("See Resume" is not a valid response, if you do not have this experience, put N/A). 10 How did you hear about this job posting? (Select all that apply). American Fisheries Society (AFS) Careers.wa.gov Community Based Organization Community/Technical College Conservation Job Board El Informador Facebook Four W's Fishing Team, LLC - Willard Franklin III, LinkedIn Handshake Hiring Event/Workshop Indeed.com Job Board Job Fair LinkedIn Newspaper Other Other State Agency Other Website Professional Association Society of American Foresters (SAF) Texas A&M Twitter University Job Board UW College of the Environment WDFW Employee WDFW Recruiter WDFW Website Word of Mouth WorkSource 11 Tell us more - kindly share which website, organization, person, or other source led you to this job posting. 12 Are you currently a permanent employee of the Department of Fish and Wildlife? ("Permanent employee" means an employee who has attained permanent status in a job classification upon successful completion of a probationary, trial service, or transition review period; this would include "Seasonal Career" appointments). Yes No Required Question