Program Specialist 3 - Legal Services

Program Specialist 3

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!

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.

What we're looking for (required qualifications) :

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

Additional required qualifications include demonstrated 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.