Records and Public Disclosure Officer

Salary : $67,380.00 - $88,416.00 Annually
Location : Thurston County - Tumwater, WA
Job Type: Full Time - Permanent
Job Number: 23 OPS PS5 0601
Department: Office of the Secretary of State
Division: Operations
Opening Date: 12/07/2023
Closing Date: 12/21/2023 8:45 AM Pacific
Salary Information: The high end of the salary range, Step M is typically a longevity step
Description
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 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.
Records and Public Disclosure Officer - Program Specialist 5
Permanent, Full-Time
This position reports to the Director of Operations and serves as the Records and Public records disclosure expert for the office. This position oversees the agency's responses to requests for public records from members of the public, groups, or organizations representing members of the public and ensures that the agency's records are maintained in accordance with state law and agency policies.
Please note: Interviews for this position will be conducted on an on-going basis. It is in the candidate's best interest to apply as soon as possible. The hiring manager reserves the right to fill the position at any time.
Duties
Administers the agency's public records disclosure and records programTasks include:

• Conducts trend analysis of public records requests to inform executive leadership team
• Determines the priorities of records requests to ensure responses meet required timelines
• Manages responses for complex requests and coordinates office response with internal and external agency stakeholders to fulfill requests
• Develops and submits the annual Joint Legislative Audit & Review Committee (JLARC) report in accordance with RCW 40.14.026 to report information about public records activities conducted in the previous fiscal year
• Trains program staff to use electronic tools to search for and gather records
• Manages the public facing public records website content to ensure the public clearly understands how to submit a public records request
• Develops search criteria used to respond to public records requests
• Searches for and gathers information and records using eDiscovery
• Communicates and meets with record holders to facilitate timely responses to requestors
• Defines and reviews the agency's redaction practices across various media exempt from disclosure in accordance with state law
• Reviews responsive documentation to ensure that information is disclosable under state law
• Ensures responsive records are provided to requestors in accordance with RCW 42.56, the Public Records Act
• Reviews public records request log
• Coordinates billing with requestors
• Justifies decisions regarding public records requests when challenged by the public; may testify on behalf of the Office
• Develops systems to identify and report gaps and trends in agency compliance with records management practices
• Determines the training priorities and topics for the Office to enable employees to properly retain or dispose of records
• Reviews training materials pertaining to records retention/email management for currency and applicability
• Recommends changes to agency policies and procedures to ensure compliance with RCW 40.14
• Serves as the office expert and resource for records management and retention
• Manages program staff; sets expectations and evaluates staff performance
• Interviews and onboards program staff
• Manages program staff scheduling and training to ensure continuity of program services

Directs the program's budgetTasks include:

• Retains delegated budget authority to spend funds to achieve program goals
• Coordinates with the Budget Manager to develop annual spending plans for the program
• Routinely creates and audits expenditure reports; ensures spending complies with established spending plans
• Analyzes expenditure trends and projects budget shortfalls; coordinates with Budget Manager to develop corrective spending strategies
• Collaborates with contracts and purchasing program to develop interagency agreements & service contracts
• Oversees and manages program-specific contracts to ensure vendor work is performed within scope and in accordance with contract terms and budget constraints
• Manages vendor relationships, verifies contract deliverables, ensures invoices are paid timely, and coordinates contract modifications

Miscellaneous
Tasks include:

• Recommends and requests new tools and resources to the Operations Director to improve program services
• Participates in public Records and records management professional development sessions and conferences to implement best practices in the agency
• Participates in various functions as a member of the Operations Division leadership team
• Serves as wellness coordinator
• Performs other duties as assigned

Qualifications
Required Qualifications:

• Five years of experience providing support to staff or a program including interpreting policy and instructing others on application of policies, representing the program to clients, interacting with members of the public, and composing correspondence; at least two years of this experience must be independently performing these duties
• One year supervisory experience performing: interviewing, hiring, training, assigning, and/or directing work and evaluating staff
• Ability to efficiently use a personal computer and applicable software to successfully perform the essential functions of the position

Preferred/Desired Qualifications:

• Knowledge of Washington State Public Disclosure laws, regulations, and policies
• Four years of experience responding to Public Disclosure requests in a government setting
• Experience with maintaining retention schedules for organizational records

Supplemental Information
Working Conditions:
Works primarily in an office environment with a standard laptop computer. Standard core business hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. with the ability to work some evenings and weekends which are generally scheduled in advance. Occasional statewide travel required to meet with staff and for trainings. The incumbent will communicate information both verbally and written with both internal and external customers. Includes state and local government officials and employees, the public, and offenders. Incumbent must be able to move and maneuver records storage containers, as well as oversize bound volumes and flat documents that can weigh as much as 40 lbs. with or without a reasonable accommodation.
Special Requirements

• Must have current Washington state driver's license or have requested and obtained an appropriate accommodation.

How to Apply

• Required: To be considered for this position you must attach the following:
  • Letter of interest describing how your experience and qualifications relate to the duties and qualifications of the position
  • Current resume

Provide three professional references. Personal references will not be considered.

You must complete the supplemental questions at the end of this application. Incomplete responses such as "see resume" will not be considered.

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 religion, age, gender, marital status, color, creed, national origin, political affiliation, military status, gender identity, sexual orientation, or any sensory, mental or physical ability. All interested candidates are encouraged to apply. Persons of disability needing assistance in the application process, or those needing the announcement in alternative format, should call (360) 819-0934.
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...