Forms and Records Analyst 2

Keeping Washington Clean and Evergreen

The Central Region Director’s Office within the Department of Ecology is looking to fill a Forms and Records Analyst 2 position. This position is located in our Central Region Office (CRO) in Union Gap, WA. Upon hire, you must live within a commutable distance from the duty station.

In this role, you will support the agency’s mission through high-quality customer service to the public, region and field staff by providing assistance in all phases of records management and disclosure of public records in the Central Region Office (CRO).
 
Your excellent people skills, the ability to handle and recover from multiple interruptions, meet deadlines, remain organized, and communicate effectively will make you successful in this position. If you possess creativity, positive energy, and the ability to work both independently and as a team, then this position is for you!  We are a very close knit office and looking for a person that will enhance our culture.

Agency Mission: Ecology's mission is to protect, preserve and enhance the environment for current and future generations.  

The Central Region Director's team is here to ensure the office is open for business from 8 to 5 every weekday. We are a group of hardworking individuals that take pride in our work and being a "team." It's a supportive environment where members of the team are encouraged to find new and improved ways of doing things. Our team includes a Receptionist, Administrative Assistant, SEPA/ERTS (State Environmental Policy Act/Environmental Report Tracking System) Coordinator, Fleet Coordinator, Public Disclosure and Records Manager.

Application Timeline: This position will remain open until filled, we will review applications on March 5, 2024. In order to be considered, please submit an application on or before March 4, 2024. If your application isn't received by this date, it may not be considered. The agency reserves the right to make a Hire any time after the initial screening date. 

Tele-work options for this position: This position is required to work in the office 5 days a week. There will be opportunities for a flex schedule after the training period.  Applicants with questions about position location options, tele-work, and flexible or compressed schedules are encouraged to reach out to the contact person listed below in “other information.” Schedules are dependent upon position needs and are subject to change.

Ecology employees may be eligible for the following:
Medical/Dental/Vision for employee & dependent(s), Public Employees Retirement System (PERS), Vacation, Sick, and other Leave*, 11 Paid Holidays per year*, 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 (Download PDF reader), Combined Fund Drive, SmartHealth *Click here for more information 


 

About the Department of Ecology

Protecting Washington State's environment for current and future generations is what we do every day at Ecology. We are a culture that is invested in making a difference. Join a team that is highly effective and collaborative, with leadership that embraces the value of people. To learn more, check out our Strategic Plan. 

Ecology cares deeply about employee wellness; we go beyond traditional benefits, proudly offering:

• A healthy life/work balance by offering flexible schedules and telework options for most positions.
• An Infants at Work Program that is based on the long-term health values of infant-parent bonding and breastfeeding newborns.
• Continuous growth and development opportunities.
• A wellness program that offers education, fitness classes, and an agency-wide fondness for outdoor meetings.
• Opportunities to serve your community and make an impact through meaningful work.

Our commitment to DEIR
Diversity, equity, inclusion, and respect (DEIR) are core values central to Ecology’s 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 Ecology’s 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 that DEIR 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. 

 

Duties

What makes this role unique?
In this role, you will provide consultation to Ecology staff on records management as well as coordinate and retrieve information for, and respond to, public records requests and performing journey-level records work including assisting with the coordination of records retention, migration, transfer and disposition.

What you will do:

 

• Review and research files, documents, and electronic data for completeness and accuracy requiring substantive knowledge of all regional activities and sites.
• Use the site file database and all other agency databases to assist in daily filing and for creation of new files, cross-referencing, ensuring correct filing and non-duplication of existing files, including accurately entering and editing data in multiple databases.
• Disposition records per state and agency retention schedules, including entering data using the agency’s Central Records Indexing and Inventorying System (CRIIS) database.
• Provide individual training and guidance to region and field office staff regarding the maintenance and management of agency records upon hire, ongoing during employment, and upon exit.
• Research information, pull files, review for responsiveness, review and redact exempt material, create exemption log and track responses and compile records into a single response to a requester for public disclosure requests.
• Work with staff to search for electronic records responsive to public disclosure requests.
• Accurately and completely make digitized images of paper records as needed for public disclosure requests and other business needs.
• Search multiple electronic systems using multiple search parameters to allow accuracy in finding existing responsive agency records and to obtain or clarify information for the public and/or staff.

Qualifications

Required Qualifications:
Years of required experience indicated below are full-time equivalent years. Full-time equivalent experience means that any experience where working hours were less than 40 hours per week will be prorated in order to meet the equivalency of full-time. We would calculate this by looking at the total hours worked per week, divide this by 40, and then multiply by the total number of months worked. Examples of the proration calculations are:


 

• 30 hours worked per week for 20 months: (30/40) x 20 months = 15 months full-time equivalent
• 20 hours worked per week for 12 months: (20/40) x 12 months = 6 months full-time equivalent

A total of three years of experience and/or education as described below:

 

• Professional level Experience in forms and/or records management.
• Education: College level course work.

See chart below for a list of ways to qualify for this position:
 
 

Possible Combinations

College credit hours or degree as listed above

Years of required experience as listed above.

Combination 1

High School Diploma or GED.

3 years of experience

Combination 2

I have 30-59 semester or 45-89 quarter credits.

2 years of experience

Combination 3

I have 60-89 semester or 90-134 quarter credits (AA degree).

1 year of experience

Combination 4

90-119 semester or 135-179 quarter credits.

no experience needed
 

Supplemental Information

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 candidates from all backgrounds are encouraged to apply.


Need an Accommodation in the application and/or screening process or this job announcement in an alternative format?

 

• Please call: (360) 407-6186 or email: careers@ecy.wa.gov and we will be happy to assist.
• If you are deaf or hard of hearing you can reach the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.
• If you need assistance applying for this job, please e-mail careers@ecy.wa.gov. Please do not send an email to this address to follow-up on the status of your application. You can view the latest status of your application on your profile's main page.
• If you are reading this announcement in print format, please enter the following URL to your search engine to apply: https://ecology.wa.gov/About-us/Get-to-know-us/Jobs-at-Ecology.  

Application Instructions:

It's in the applicant's best interest to submit all of the documents listed below. Applications without these documents may be declined.

 

• A cover letter describing why you are interested in this position.
• A resume outlining your experience and education (if applicable) as it relates to the minimum qualifications of this position.
• Three professional references.

Please do NOT include your salary history. Wage/salary depends on qualifications or rules of promotion, if applicable.  
 
For Your Privacy:
When attaching documents to your application (such as Resume, Cover Letter, Transcripts, DD-214, etc.):

 

• Please be sure to remove private information such as your social security number, date of birth, etc.
• Do not attach documents that are password-protected, as these documents may not be reviewed and may cause errors within your application when downloaded.

Additional Application Instructions for Current Ecology Employees:
 
Please make sure to answer the agency-wide questions regarding permanent status as a classified employee within the Washington General Service or Washington Management Service. Do not forget to select Department of Ecology as a response to question 2, and type your personnel ID number for question 3. If you are not sure of your status or do not know your personnel ID number, please contact Human Resources.

Application Attestation: 

The act of submitting application materials electronically is considered affirmation that the information is complete and truthful. The state may verify this information and any untruthful or misleading answers are cause for rejection of your application or dismissal if employed. 

Other Information:

If you have specific questions about the position, please email Terra Petropoulos at Terra.Petropoulos@ecy.wa.gov. Please do not contact Terra to inquire about the status of your application. 

To request the full position description: email careers@ecy.wa.gov

Why work for Ecology?

As an agency, our mission is to protect, preserve and enhance Washington's environment for current and future generations. We invest in our employees to create and sustain a working environment that encourages creative leadership, effective resource management, teamwork, professionalism, and accountability.

Joining Ecology means becoming a part of a team committed to protecting and restoring Washington State's environment. A career in public service 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 balance.

To learn more about The Department of Ecology, please visit our website at www.ecology.wa.gov and follow, like or visit us on LinkedIn, Twitter, Facebook, Instagram or our blog.

Collective Bargaining: This is a position covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.   

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. Persons needing accommodation in the application/testing process or this job announcement in an alternative format may call (360) 407-6186. Applicants who are deaf or hard of hearing may call the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.

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.