Forms & Records Analyst 2

Salary : $3,643.00 - $4,865.00 Monthly

Location : Thurston County - Tumwater, WA

Job Type : Full Time - Non-Permanent

Job Number : DOH8451

Department : Dept. of Health

Opening Date : 10 / 16 / 2024

Closing Date : 10 / 22 / 2024 11 : 59 PM Pacific

Salary Information : The high end of the salary range, Step M is typically a longevity step

Description

Take the next step in your career and make a meaningful impact on public health! We are offering a full-time, 12-month non-permanent position based at our campus in Tumwater, WA .

Join our team, contribute to critical public health initiatives, and grow your career in an environment that fosters innovation and collaboration!

The Department of Health's Center for Health Statistics (CHS) is seeking a detail-oriented individual to assist in coordinating the operations of the CHS mail center.

This position plays a critical role in the Department's move towards a digital, paperless environment by reviewing, scanning, and maintaining paper files in an electronic filing system.

You will contribute directly to improving efficiency and accuracy in the management of vital records, ensuring that customers receive timely and accurate services.

The Center for Health Statistics supports our mission to protect and improve the health of all people in Washington state by collecting and distributing vital records and health statistics data that help monitor and identify public health threats.

CHS operates Washington's statewide vital records program, maintaining essential information such as birth, death, marriage, and divorce records.

This data is used to issue records for proving identity and relationships and informs the state's use of the Death with Dignity law.

What You'll Do

• Create and maintain systems for sorting, screening, tracking, and prioritizing forms and documents related to vital records.
• Screen and analyze complex vital record requests, ensuring compliance with RCW, WAC, and policies for processing.
• Design and maintain manual and electronic tracking and filing systems for forms and documents.
• Process high volumes of mail, ensuring alignment with established procedures and policies.
• Scan and provide quality control of mail and other vital documents, ensuring consistency and accuracy in digital files.
• Detect and address irregularities in the scanning workflow, recommending and implementing solutions for continuous improvement.
• Collaborate with teams on the development of performance measures related to vital record requests and maintain dashboards to report on these measures.
• Work closely with the Quality Improvement Coordinator to update mail processing procedures, job aids, and desk manuals.

Why Join Our Team?

• Impactful Work : Your contributions will ensure timely, accurate access to vital health data, directly supporting public health efforts and the state's mission to protect the well-being of Washington's residents.
• Collaborative Environment : You'll work alongside passionate professionals, contributing to continuous process improvements, performance measurement, and customer service enhancements.
• Room to Grow : This role offers ample opportunities for professional development, problem-solving, and collaboration on innovative projects that will help shape the future of vital records management.
• Work-Life Balance : We value your time and well-being, offering flexible working options and a supportive work environment that enables you to balance your professional and personal life effectively.

Required Qualifications

You must meet ONE of the options provided and any additional criteria listed. Experience may have been gained through paid or unpaid activities.

Please ensure any relevant experience defined below is outlined in your cover letter, resume, and / or applicant profile.

Option 1 : Four (4) years of experience in office / clerical duties in a high-production environment

Option 2 : Associate degree or higher education and two (2) years of experience in office / clerical duties in a high-production environment

Six (6) months of experience and an ability to use computer software as follows :

• Microsoft Word to create, format, edit, preview, print, and save documents.
• Excel, Smartsheet, or other software for creating tracking sheets for entering and maintaining data for program work.
• Outlook to compose, send, and respond to electronic mail and manage the calendar.

Preferred / Desired Qualifications :

• Two (2) years of document scanning and quality assurance process experience.
• One (1) year of experience creating and managing Smartsheets.
• One (1) year of analytical experience reviewing documents and taking appropriate action based on an analysis of the information.
• Experience using Adobe Pro to edit and create PDF documents.

Benefits and Lifestyle

We prioritize your work-life balance and offer one of the most competitive benefits packages nationwide, tailored to support your lifestyle.

Discover more about "Why DOH" by visiting Work@Health .

We are the Washington State Department of Health (DOH)

At DOH, we safeguard public health in an ever-evolving world. Through collaboration with local health jurisdictions and state, federal, and private partners, our programs, and services impact every Washingtonian and visitor daily.

We're driven by Equity, Innovation, and Engagement, as outlined in our Transformational Plan for the future of Washington health.

Conditions of Employment :

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

I am prepared, with or without accommodation, to do the following :

• Perform my job duties from our office located in Tumwater, WA.
• Work in a smoke-free, drug-free, alcohol-free, scent neutral environment.
• Move objects or materials weighing up to 25 lbs.
• Work indoors at a desk, on a computer most of a workday, in an open office environment with possible conversation and other noise distractions.
• Commit to a full-time 40-hour workweek schedule (flexible work schedule requests must be approved by the supervisor and, if approved, reviewed periodically).
• Communicate through applications such as MS Teams and MS Outlook, and by phone while working remotely.
• Adjust my work schedule occasionally to align with business needs, which may entail working evenings and weekends.
• Engage in emergency response exercises and high-priority assignments as assigned during emergency events.

APPLICATION DIRECTIONS :

To apply, click "Apply" and complete the application. Attach your resume, and cover letter. In your Applicant Profile, include at least three professional references (including a supervisor, a peer, and someone you've supervised or led, if applicable).

Please do not include private information such as social security number or year of birth.

Make sure to document your years of experience, skills, and abilities as listed in the qualifications section of this job posting.

Attach only the following :

• Resume
• Cover letter
• 3 or more professional references, if not included in your applicant profile
• DD-214 (if applicable)

Veterans Preference : Applicants wishing to claim Veterans Preference must attach a copy of their DD-214 (Member 4 copy), NGB 22, or a signed verification of service letter from the United States Department of Veterans Affairs to their application.

Please remove or cover any personally identifiable data such as social security numbers and birth year

Do not include or attach the following - these documents will not be reviewed :

• REMOVE personal photos - do not submit any documents containing personal photos.
• Transcripts (unless specifically requested in the Application Directions)
• Certifications or diplomas
• Projects or portfolios
• Letters of recommendation

Equity, Diversity, and Inclusion : We regard diversity as the foundation of our strength, recognizing that differing insights and abilities enable us to reflect the unique needs of the communities we serve.

DOH is an equal-opportunity employer. We prohibit discrimination based on race / ethnicity / color, creed, sex, pregnancy, age, religion, national origin, marital status, the presence or perception of a disability, veteran's status, military status, genetic information, sexual orientation, gender expression, or gender identity.

Questions and Accommodations : If you have questions, need accommodation in the application or selection process, or need information in an alternative format, contact Zach Covington at zach.

[email protected] . For general DOH recruitment questions, email the Talent Acquisition Team at Deaf or hard of hearing contact Washington Relay Service at 7-1-1;

individuals outside of Washington State contact Washington Relay Service at 1-800-833-6874.

Technical Support : Reach out to NEOGOV directly at 1-855-524-5627 for technical support and login issues.

Supplemental Information

This recruitment may be used to fill positions of the same job classification across the agency. Once all the position(s) from the recruitment are filled, the candidate pool may be used to fill additional open positions for the next sixty (60) days.

Only applicants who follow the directions and complete the Application Process in full will have their responses reviewed for consideration.

Experience and education selected, listed, or detailed in the Supplemental Questions must be verifiable on the submitted applicant profile.

More than Just a Paycheck!

Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket.

Washington State offers one of the most competitive benefits packages in the nation.

We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security.

That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

Read about our benefits :

The following information describes typical benefits available for full-time employees who are expected to work more than six months.

Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.

Note : If the position offers benefits which differ from the following, the job posting should include the specific benefits.

Insurance Benefits

Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.

Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses.

Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.

To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website.

The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.

Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.

Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.

The Washington State Employee Assistance Program promotes the health and well-being of employees.

Retirement and Deferred Compensation

State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs.

For additional information, check out the Department of Retirement Systems' web site.

Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Social Security

All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.

Public Service Loan Forgiveness

If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

Holidays

Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.

Note : Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.

Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday;

or for the entire work shift preceding the holiday.

Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours.

Pay status includes hours worked and time on paid leave.

Sick Leave

Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment.

Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.

Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.

Pay status includes hours worked, time on paid leave and paid holiday.

Vacation (Annual Leave)

Full-time employees accrue vacation leave at the rates specified in (1) or the applicable collective bargaining agreement (CBA).

Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.

Part-time employees accrue vacation leave hours in accordance with (1) or the applicable collective bargaining agreement (CBA) on a pro rata basis.

Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.

Pay status includes hours worked, time on paid leave and paid holiday.

As provided in , an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and / or retention of a candidate or employee for a Washington Management Service position.

Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.

Note : Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so.

However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.

Military Leave

Washington State supports members of the armed forces with 21 days paid military leave per year.

Bereavement Leave

Most employees whose family member or household member dies, are entitled to three (3) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.

Additional Leave

Leave Sharing

Family and Medical Leave Act (FMLA)

Leave Without Pay

Please visit the State HR Website for more detailed information regarding benefits.

Updated 12-31-2022

Where did you first hear about this employment opportunity?

• a. DOH Employment Site / Job Alerts
• b. DOH Employee
• c. Friend or Acquaintance
• d. Indeed
• e. LinkedIn
• f. Careers.wa.gov
• g. Job Fair - if selected, answer Question 2
• h. Other - if selected, answer Question 2

If you selected "g" or "h" to Question 1 : Where you first heard about this employment opportunity?

Are you legally authorized to work in the United States?

Will you now or in the future require sponsorship for employment visa status? (e.g. H-1B, F1, TN, etc.) DOH is not an E-Verify agency)

I have read and I understand the Conditions of Employment / Working Conditions that are listed in the job posting and I am willing and able to accept these conditions if offered and accept the position.

How many years of experience do you have with office / clerical duties in a high-production environment?

• a. I do not have this experience.
• b. I have less than 1 year of experience.
• c. I have 1 year but less than 2 years of experience.
• d. I have 2 years but less than 3 years of experience.
• e. I have 3 years but less than 4 years of experience.
• f. I have 4 years or more years of experience.

Do you have an associate degree or higher?

Select ALL that apply) I have six (6) months of experience and an ability to use computer software as follows

• a. Microsoft Word to create, format, edit, preview, print, and save documents.
• b. Excel, Smartsheet, or other software for creating tracking sheets for entering and maintaining data for program work.
• c. Outlook to compose, send, and respond to electronic mail and manage the calendar.
• d. None of the above.

Required Question