Program Specialist 3 - Legal Services

Description

Do you take pride in your ability to manage critical information and electronic records accurately and in compliance with policies and law? Are you someone who enjoys collaborating with others to solve problems and keep multi-faceted processes running efficiently? And would you thrive in a role that allowed you to expand your skills and expertise while contributing to meaningful public service? If this sounds like you, the role of Program Specialist 3 on the Legal Services Team at the Department of Retirement Systems (DRS) may be the perfect opportunity for you!

Duties

This recruitment will remain open until filled. Applicants who apply on or before, Sunday, September 28, at 11 : 59 PST will get first consideration. The hiring manager reserves the right to make a hiring decision at any time during the recruitment process

The Opportunity

We are searching for a detail-oriented and collaborative Program Specialist 3 to join our Legal Services Team. In this role, you will provide technical and administrative support, including responding to public records requests, managing data-sharing agreements, and coordinating the petitions process. You will work closely with senior Legal Services staff, the Attorney General's Office, and internal DRS stakeholders to ensure compliance with legal requirements and to protect the integrity of agency records and processes.

Some of what you'll do includes :

• Conducting eDiscovery searches, preparing search logs, and collecting records to respond to public records requests and litigation or discovery.
• Preparing, sending, and tracking notifications to DRS team members who may be included in public records requests, and responding to inquiries from members.
• Reviewing requested materials for exemptions under the Public Records Act (PRA) and redacting sensitive information prior to release.
• Preparing and submitting the agency's annual public records report to the Joint Legislative Audit and Review Committee.
• Drafting, editing, and discussing terms and conditions of data-sharing agreements (DSAs) with representatives from other state and local government agencies.
• Coordinating with agency stakeholders to ensure DSAs are properly executed and comply with IT security standards to mitigate risk.
• Under the terms of applicable DSAs, coordinating access requests and data transfers between DRS, ISD, and partner agencies.
• Managing the agency's petition process, including assessing and tracking requests, reviewing and editing petition decisions prior to release, and serving as liaison between petition requestors and the Petition Examiner.

Flexible / Hybrid Schedule information : After successful completion of the six-month review period and effectively demonstrating the ability to perform work independently, you may be eligible to telework up to three (3) days per week, at the discretion of the Appointing Authority and with a telework agreement in place. You must live within a reasonable commuting distance (less than 50 straight-line miles) to the DRS building in Tumwater, WA, and must be willing and able to adjust your telework schedule whenever necessary to complete work assignments, attend mandatory meetings, trainings, etc., at the DRS facility. The ability to work remotely is dependent on the nature of the tasks performed and the presence of a remote work environment that is safe and has an appropriate level of reliable connectivity.

Qualifications

What we're looking for (required qualifications) :

Proven experience coordinating, planning, tracking, analyzing, and implementing tasks associated with complex program activities. This experience is typically gained through a minimum of four (4) years of professional experience;

A bachelor's degree in business administration, public administration, records management, or closely allied field may substitute for up to two(2)years of experience. Experience can be gained through various combinations of professional employment and volunteer / personal experience;

The following skills are not required but will set you apart :

Additional required qualifications include d emonstrated proficiency in the following areas :

Communication

Effectively convey information verbally and in writing, using language that is appropriate to both the complexity of the topic and the knowledge and understanding of the audience. See communication as a vital component of high- performing teams.

Coordinating and Organizing

Effectively organize work and coordinate activities, services, and schedules to ensure smooth and efficient operation of work. Be an effective communications link and reliable source of information for others. Keep interested parties informed of the status of events.

Attention to Detail

Plan and organize time and resources efficiently. Follow processes and procedures in completing work. Carefully monitor the details and quality of work and double-check work product to ensure accuracy and consistency

Judgment

Display balanced thinking that combines data-based analysis, experience, and perspective while also considering decision impacts. Effectively weigh alternatives and make decisions that incorporate facts, opinions, and other relevant information.

Managing Workloads

Effectively organizes and prioritizes multiple, sometimes complex assignments, often involving competing priorities, to produce work products that are accurate, thorough, and on-time. Transitions easily between tasks; is able to incorporate project work into established workload and meet.

Problem Solving

Analyzes problem to identify the root cause(s). Evaluates possible courses of action; uses reason, logic, and creativity to reach conclusions. Develops timely, effective solutions that take into consideration alternatives, risks, and consequences in relation to organizational goals, resources, and constraints.

Commitment to Diversity

Recognizes the value of diversity. Helps create an environment that embraces and supports diversity, equity, and inclusion.

Supplemental Information

Be sure to read this entire section - We promise, it'll be helpful!

How to Apply : Interested applicants who meet the qualifications and competencies in this announcement are encouraged to apply.

(Applications without these required attachments will not be accepted).

A cover letter clearly describing how your knowledge, skills and abilities align with the job duties and qualifications of this position.

References, Personnel File Review, and Background Checks

Work Authorization

Why Work for DRS? At DRS, we are one team. We administer eight public retirement systems, 15 retirement plans, and the Deferred Compensation Program, and we serve over 930,000 current and former public employees in Washington. Our customers include fire fighters, teachers and school employees, state and local government employees, and public safety and law enforcement officers.

Regardless of what our specific duties may be, we are all dedicated to one purpose : ensuring our members have the information, tools, expertise and services that ensure they receive the retirement benefits earned while in public service. We foster a diverse and inclusive environment where team members are fully engaged and supported in meeting (and exceeding) our customers' expectations. All DRS leaders are focused on providing the coaching, mentoring, resources and support that team members need to be successful.

DRS offers a generous benefits package that includes membership in the Public Employees Retirement System; health , dental and vision coverage and participation in the Deferred Compensation Program. Also, as a public service employee you may also be eligible for student loan forgiveness. (See the Benefits tab at the top of this post for more information).

Other perks include :

Veteran's Preference : Applicants wishing to claim Veteran's Preference should attach a copy of their DD214 (Member 4 copy), NGB 22, or signed verification of service letter from the United States Department of Veterans Affairs to their application. Please remove or redact any personally identifiable information such as social security numbers and year of birth. For additional information on Veteran's Preference and guidance on how to determine if you are eligible, click here.

The Washington State Department of Retirement Systems is an equal opportunity employer supporting diversity, equity and inclusion. DRS does not discriminate on the basis of age, sex, marital status, sexual orientation, gender identity, race, creed, color, national origin, honorably discharged veteran or military status, or the presence of any sensory, mental or physical disability or the use of a trained dog guide or service animal by a person with a disability.

If you need assistance with the online application or have questions regarding the recruitment, please contact Human Resource office at . Persons of disability needing assistance in the application process, or those needing this announcement in an alternate format, may call the Human Resources Office at or TTY Relay Service at 711.

Come join the DRS team!