Central Region Office Public Disclosure Coordinator (Forms & Records Analyst 3)

The Central Region Director’s Office within the Department of Ecology is looking to fill a Public Disclosure Coordinator (Forms & Records Analyst 3) position.

This position is located in our Central Region Office (CRO) in . Upon hire, you must live within a commutable distance from the duty station.

In this position, you will support the agency’s mission by assisting Ecology staff in managing and retrieving documents requested through the public disclosure process.

As the CRO Public Disclosure Coordinator, you will use independent judgement to coordinate complex, cross multi-program, cross regional research to respond and provide agency records to clients in accordance with .

You will provide technical assistance to staff and management regarding public record requests under the Public Disclosure Act ().

You will also partner with the CRO Records Manager to ensure compliance with the state records management statutes.

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

The Central Regional Director's team is a group of hardworking individuals that take pride in their 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.

The ideal candidate will have excellent people skills and have the ability to stay grounded and positive in a very dynamic fast-paced environment.

Additional attributes for success in the position include a great sense of humor, the ability to solve problems, be willing to work alongside your team, and the ability to go with the flow.

We are a very close-knit office and looking for a person that will enhance our team.

This position is required to work in the office 5 days-per-week. This position will be eligible for tele-work or flexible schedule after the first six-months of employment.

Application Timeline : This position will remain open until filled; we will review applications on August 16, 2024. In order to be considered, please submit an application on or before August 15, 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.

Please Note : We will review all applications received before the date above. Additional reviews after this date typically only occur if we have a small applicant pool, or if a successful Hire was not made.

Ecology employees may be eligible for the following :

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 .

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.
• 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?

Communication skills are key in this unique and challenging role. You will interact with Ecology’s Information Governance Manager, Ecology’s Public Records Officer, Ecology’s Records Manager, program and regional Public Disclosure Coordinators, program and regional Records Manager, Regional Management, Ecology staff, the Attorney General’s Office (AGO), and the public.

In this role, you will act as a key point of contact for all public disclosures within the region’s seven counties. This includes frequently communicating both verbally and in writing with Ecology’s regional management and staff for all ten programs within the region, and the public.

What you will do :

This position embodies the One-Ecology philosophy and provides high-quality customer service to the public and Ecology staff.

• Analyze requests, track, route and verify requests received through the agency’s Public Record Office (PRO). Clarify requests as needed and consult with Attorney General’s Office (AGO), region program management, and staff on appropriate scope of requests and search criteria.
• Provide professional and technical advice to management and staff to complete complex, high volume or multi-program / multi-region public disclosure requests.

Develop communication plans for providing information to the region and / or to individual regional programs.

• Independently review all hard copy and electronic records for exemption of information. Consult with the AGO, and other program / regional Public Disclosure Coordinators when necessary to coordinate and ensure records that cross program / regions are provided consistently.
• Manage requests that require sensitivity or confidentiality or those that may result in litigation. Identify responsive records, as well as applicable exemptions for partial (redaction) or total withholding.

Work with the AGO as needed.

• Explain public disclosure laws, policies, and processes to the public and regional staff. Train / assist staff on the proper technique for public discloser searching as well as ensuring their knowledge of how public disclosure works in the region.
• Prepare records for inspection and supervise onsite file reviews. Manage appointment reviews by setting appointments, notifying front desk of who is expected.

Set up review table and explain review / copy process to reviewer. Return files when review is complete.

Ensure and monitor the following legal and procedural requirements are complete for each request. 5-day letters are completeClarifying requests if necessary Due dates for providing records are metClosure letter / notification is sent to the requestor

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

Experience for both required and desired qualifications can be gained through various combinations of formal professional employment, education, and volunteer experience.

See below for how you may qualify.

Required Qualifications :

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

• Experience in administrative support, forms, and / or records management.
• Education : college-level coursework.

All experience and education combinations that meet the requirements for this position :

Possible Combinations C ollege credits or degree - as listed above. Years of required experience - as listed above. Combination 1No college credits or degree6 years of experienceCombination 230-59 semester or 45-89 quarter college credits.5 years of experience

Combination 360-89 semester or 90-134 quarter college credits (AA degree).4 years of experience

Combination 490-119 semester or 135-179 quarter college credits.3 years of experience

Combination 5 A Bachelor's Degree or higher.2 years of experience