JOB
The Office of Secretary of State (OSOS) offers some of the most unique and diverse job opportunities in state government. Its critical responsibilities include: ensuring a fair and accurate elections process; connecting Washingtonians through the power of libraries; protecting our important government records; and registering corporations and charities. The Secretary of State also administers vital community programs that inspire giving, document our history, and assist crime survivors in avoiding further abuse. This independent office under the state Constitution operates from facilities in the Olympia area and statewide.
The OSOS is looking for top-performing employees who embody its core values of integrity, service excellence, visionary leadership, collaboration and teamwork. It is committed to both employee growth and work-life balance. The benefits of working in state government also include potential eligibility for the federal Public Service Loan Forgiveness program.
The
Operations Division is the heart of the Office of Secretary of State, supporting the Executive Office and every division through the internal functions of Public Records, Financial Services, Budget, Facilities, and Human Resources. This division serves as a trusted and knowledgeable resource to both its internal and external customers. Its success depends on the expertise of employees who ensure public access to information, protect financial resources, and help develop our most valuable asset: people.
Public Records Analyst, Program Specialist 3
Full-Time, PermanentThis position reports to the Public Records Officer. This position manages the public records program and responds to requests from members of the public, groups, or organizations representing members of the public. This position also assists with records management for the Office. EXAMPLE OF DUTIES
Supports Public Records Requests
Tasks include:-
Prioritizes, coordinates, and balances multiple requests.
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Communicates with requestors and assists with defining the scope of records requests.
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Provides technical assistance to staff and managers to identify requested information through electronic tools.
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Searches for and gathers information and records using eDiscovery.
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Communicates and meets with record custodians to facilitate timely responses to requestors.
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Reviews, identifies, and redacts information across various media exempt from disclosure in accordance with state law.
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Provides responsive records to requestors in accordance with RCW 42.56, the Public Records Act.
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Processes requests from incarcerated individuals.
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Maintains public records requests log.
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Advises office staff at all levels on the retention, collection, and disclosure of public records.
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Assists supervisor in all aspects of public records requests.
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Consults with assigned Attorney General to respond to records requests as necessary.
Supports Records Management
Tasks include:-
Assists with the office’s preservation and destruction of public records program organization-wide and ensures compliance with RCW 40.14.
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Ensures that all divisions properly maintain, store, retain, archive, and dispose of records in accordance with the state and agency’s record retention schedules.
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Coordinates the retention, disposition, transfer, and disposal of office records; controls access to office records retained at the state records center; assists with liaison activities between divisions and the state records center.
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Determines and provides the materials needed for individuals within the office to determine how records are classified and where they fall within the records retention manual.
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Advises employees on records retention practices and responds to employee queries.
Provides training to office staff
Tasks include:-
Develops training materials and delivers training on records retention/email management and policies and procedures to all divisions of the Office.
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Trains Office staff at all levels on the retention, collection, and disclosure of public records.
Miscellaneous
Tasks include:-
Other duties as assigned.
SUPPLEMENTAL INFORMATION
Working Conditions
The majority of day will be spend working at a desk with standard office equipment: computer copier, scanner, fax and phone. The standard business hours are Monday - Friday from 8am -5pm. Position communicates information both verbally and written with both internal and external customers. Includes state and local government officials and employees, the public, and offenders. Ability to represent the Office of the Secretary of State in a competent, confident, and professional manner. The incumbent must be able to maintain the highest level of confidentiality at all times. Ability to move and maneuver boxes up to 40 lbs.
Special Requirements/Conditions of Employment:
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This position is in a bargaining unit represented by the Washington Federation of State Employees (WFSE) and is subject to the terms of the Collective Bargaining Agreement between the State of Washington, The Office of the Secretary of State, and the WFSE.
How to Apply:
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To be considered for this position you must attach the following:
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Letter of interest describing how your experience and qualifications relate to the duties and qualifications of the position
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Current Resume
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Three Professional references. Personal references will not be considered.
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You must complete the supplemental questions at the end of this application. Incomplete responses such as "see resume" will not be considered. In addition, if the employer you identify in the additional information section is not included on your resume or work experience profile and/or you do not identify an employer, you will not receive credit.
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All veterans must include a copy of your DD214 to receive preference in the hiring process. You must black out your social security number before attaching it to your application.
The Office of the Secretary of State is an equal opportunity employer (EOE). We do not discriminate on the basis of race, color, national origin, creed, sex, sexual orientation, disability, familial status, marital status, and age. All interested candidates are encouraged to apply. Persons of disability needing assistance in the application process, or those needing this announcement in alternative format, should email [email protected].