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Forms and Records Analyst 1

Administrative/Clerical Jobs
Washington State Department of Ecology

Job Summary

Full Time
Posted on
March 25, 2019
Washington State Department of Ecology
Bellevue, WA
Years of Experiences
1 - 3
Career Level
Entry Level
Education Level
Associate Degree
$32,400.00 - $41,856.00 Annually

About Washington State Department of Ecology

The Department of Ecology is Washington's environmental protection agency. Our mission is to protect, preserve and enhance Washington's land, air and water for current and future generations. We support environmental work throughout Washington. Nearly 70 percent of our budget is passed through to local communities to pay for projects that benefit the environment. We were founded in 1970 as the first agency in the nation dedicated to environmental protection.

Contact name

Job description

Keeping Washington Clean and Evergreen

Please apply through the following link:

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. If you want to join a team that is highly effective, collaborative, has leadership that embraces the value of people, and believes in the fun factor, Ecology is a good fit.

The Northwest Regional Office (NWRO) in Bellevue, WA has a Forms and Records Analyst 1 position open.

This position assists in the management of the agency records management system to ensure compliance with State records management statutes. This position also assists in fulfilling public disclosure requests by researching requests, preparing records for review, and providing copies to other agencies and the public. This support ensures that records are available and up-to-date for staff and the public.

We are looking for applicants who are organized and detail oriented, have strong written and verbal communication skills, are customer service oriented and enjoy working in a busy environment.

As an agency, our mission is to protect, preserve and enhance Washington's environment for current and future generations. We invest in our employees to create and sustain a working environment that encourages creative leadership, effective resource management, teamwork, professionalism and accountability. Maybe you've seen some of our recent stories on TwitterFacebookInstagram or our blog.

To learn more about our agency, please visit our website at


Local efforts... Diverse people... Statewide impacts


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The Department of Ecology's Northwest Regional Office (NWRO) provides core environmental and natural resources services to 7 northern interior counties in Western Washington. The office is one of four Regional Offices and serves as the base of operations for approximately 200 staff from multiple environmental programs. From this location, Ecology delivers a full spectrum of environmental services including air and water quality protection, water rights administration, toxic site cleanup, hazardous chemicals oversight, shorelines and wetlands protection, spill response, waste management, and environmental monitoring.

This position supports the mission by serving as one of four members of the Central Records Unit at the Northwest Regional Office assisting in the management of the agency records management system to ensure compliance with State records management statutes. This position also assists in fulfilling public disclosure requests by researching requests, preparing records for review, and providing copies to other agencies and the public. This support ensures that records are available and up-to-date for staff and the public.

Public Disclosure: Under the supervision of the Regional Business Administrator, this position assists with the following:

  • Receipt of requests for agency records via telephone, email, fax, written correspondence or walk-in.

  • Searching the Public Disclosure Tracking System to ensure the request has not been received and entered into the system by the agency Public Disclosure Officer or another program/region.

  • Accurately entering the request into the Public Disclosure Tracking System.

  • Ensuring the request is clear, contacting the requester to ask for clarification if necessary.

  • Searching Facility/Site, CRIIS and FileTrail databases to see if other agency programs may need to be notified and to see if we may have responsive records.

  • Determining estimated time it will take to respond to the request.

  • Searching additional databases to locate records and work with staff to provide their electronic records to the requester.

  • Making copies, scanning documents or creating a duplicate electronic file for the requester.

  • Estimating copy fees.

  • Making appointments, pulling records and explaining the review process to requesters when they arrive for their appointment.

  • Preparing any invoice necessary following the fiscal policies.

Records Management: Under the supervision of the Regional Business Administrator, this position assists with the following:

  • Creating new files and entering the data into the FileTrail bar code system database.

  • Filing hard copy materials brought in by staff alphabetically and numerically on shelves within the Central Records Unit.

  • Maintenance of the file checkout barcode system.

  • Archiving records in accordance with the retention schedule following procedures for entering data into the CRIIS system.

This recruitment will remain open until filled. The initial screening will be April 5, 2019. In order to be considered for the initial screening, please submit an application on or before April 4, 2019. The agency reserves the right to make an appointment any time after the initial screening date.



Required Qualifications:

An Associate's degree in business administration, accounting, industrial engineering, or a related field.


A high school diploma or equivalent AND two (2) years of experience in forms and/or records management.
Must be proficient in the use of the internet, Microsoft Office Suite, including Outlook.

Desirable Qualifications: 

  • Twelve (12) months of experience managing records and responding to public disclosure requests within a state agency or local government.

  • Knowledge of the Public Records Act (RCW 42.56) and the Model Rules (WAC 44-14).

  • Exceptional Customer Service.

  • Strong communication skills.

  • Strong coordination skills.

  • Ability to search and query databases.

  • Familiarity with electronic search record keeping systems and search tools/method.

  • Knowledge of the Preservation and Destruction of Public Records (RCW 40.14), Ecology's records management policy and procedures and the ability to explain and apply them appropriately.

  • Knowledge of agency applications and databases such as the Vault for email archiving or CRIIS to prepare records for storage and process for Records Center retrieval.

  • Knowledge of the centralized and decentralized filing systems of the office.

  • Must be thorough and meticulous with excellent recordkeeping skills. 

  • Must use good judgement and critical thinking skills to organize and think through new information for evaluation, problem solving and analyzing public records requests.

Special Requirements/Conditions of Employment:

Must have a valid driver's license.

Why work for Ecology?

Joining Ecology means becoming a part of a team committed to protecting and restoring Washington State's environment.

A career in public service allows you to help solve some of the most challenging problems facing our state, while keeping the health and financial security of you and your family a priority. We combine one of the most competitive benefits packages in the nation with a strong commitment to work/life balance.

Ecology employees may be eligible for the following:
Medical/Dental/Vision for employee & dependent(s)Public Employees Retirement System (PERS),  Vacation, Sick, and other Leave*, 11 Paid Holidays per year*, Public Service Loan ForgivenessTuition Waiver,  Long Term Disability & Life InsuranceDeferred Compensation ProgramsDependent Care Assistance Program (DCAP),  Flexible Spending Arrangement (FSA)Employee Assistance ProgramCommute Trip Reduction Incentives (Download PDF reader)Combined Fund DriveSmartHealth

Student debt and how working for Ecology can help
Employees may be eligible for the Public Service Loan Forgiveness (PSLF) Program, which forgives the remaining balance on your Direct Loans after you have made 120 qualifying monthly payments under a qualifying repayment plan while working full-time for a qualifying employer. See for more details.
*See the Benefits tab in this announcement for more information

Supplemental Information

Application Instructions:

In order to be considered, applicants MUST include the following documents as an attachment to their application:

  • A cover letter describing how your experience, skills and abilities meet the required qualifications of this position.

  • A resume outlining your professional experience.

Please complete the applicant profile when applying for this position. Or, you may paste the text of your resume within the profile's resume text field.

Please read the supplemental questions carefully and answer completely. Incomplete responses, including "please see resume" may disqualify you from further consideration.

Department of Ecology employees, please make sure to answer the agency-wide questions regarding permanent status as a classified employee within the Washington General Service or Washington Management Service. Do not forget to select Department of Ecology as a response to question 2, and type your personnel ID number for question 3. If you are not sure of your status or do not know your personnel ID number, please contact Human Resources at (360) 407-6186.

If you are reading this announcement in print format, please visit to access the online recruitment system. Click on "Look for Jobs" and select Dept. of Ecology under the "Department" search list. Click "Apply Search."

Other Information:

If you need assistance applying for this job, please call Human Resources at (360) 407-6186 or e-mail Please do not call this number or send an email to this address to follow-up the status of your application. You can view the latest status of your application on your profile's main page.

If you have specific questions about the position, please email Susanne Winter at:  Please do not contact Susanne to inquire about the status of your application.

The act of submitting application materials electronically is considered affirmation that the information is complete and truthful. The state may verify this information and any untruthful or misleading answers are cause for rejection of your application or dismissal if employed.

This position is included in the Washington Federation of State Employees (WFSE) union bargaining unit for the Department of Ecology. 

The Washington State Department of Ecology is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply. Persons needing accommodation in the application/testing process or this job announcement in an alternative format may call (360) 407-6186. Applicants who are deaf or hard of hearing may call the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.