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Forms and Records Analyst 2

Administrative/Clerical Jobs
Washington State Department of Ecology

Job Summary

Full Time
Posted on
June 05, 2019
Washington State Department of Ecology
Lacey, Washington
Years of Experiences
Career Level
Entry Level
Education Level
$37,260.00 - $48,480.00 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.

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Job description

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The Hazardous Waste and Toxics Reduction Program in Lacey, WA is currently looking for a Forms and Records Analyst 2. This position is the Public Disclosure Coordinator for the HWTR program and coordinates, retrieves information for, responds to, and provides consultation to management regarding public records requests under the Public Records Act. This position is also responsible for forms and records management for the Program and ensures compliance with State records management statues.

We are looking for applicants who possess outstanding organizational abilities, experience in Public Disclosure and Records Management, and the ability to work with a variety of internal and external customers to provide a high level of customer service.

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.

To learn more about Ecology, please visit our website at and follow, like or visit us on LinkedInTwitterFacebookInstagram or our blog.


What does the program do?

The HWTR Program enforces many of Washington's toxics laws. This includes hazardous waste laws that Washington businesses, both large and small, must follow. We also offer technical assistance to businesses to reduce or eliminate their use of hazardous chemicals, work to identify safer chemical alternatives, support the development of green chemistry, manage cleanup sites, and test consumer products for toxic chemicals.

What does this position do?

The successful candidate for this position will provide guidance to HWTR management and staff at Ecology headquarters regarding Records Management and Public Disclosure.  This will be accomplished by fully understanding Ecology Records Management and Public Disclosure policies and procedures, utilizing problem solving techniques, and communicating with a variety of people, both within the agency and with the public.
As the HWTR's Public Disclosure Coordinator, key activities include:

  • Receiving, reviewing, clarifying, processing, and responding to public records requests according to the Washington State Public Records Act.

  • Working with management, staff, other coordinators and attorneys to coordinate searches for records.

  • Providing consultation to management and staff on responses to public records requests.

  • Educating employees on public disclosure procedures and regulations.

As HWTR's Records Information Management Coordinator, key activities include:

  • Implementing processes and practices for maintaining the program's files in accordance with state statutes and retention schedules.

  • Educating management and staff on records management procedures and regulations.

  • Training staff and management in developing, organizing, and maintaining paper and electronic files using proper records management procedures.

  • Coordinating the program's management of its central files, ensuring that files are labeled appropriately, lists of stored records are up-to-date, and record inventories are performed regularly.

In addition, this position provides a small amount of administrative support to the program by serving as back-up to the Secretary Senior.  In this capacity, key activities include:

  • Providing assistance with Reception duties.

  • Providing back-up as Purchasing and Supply Coordinator.

  • Serving as back-up Time Accounting Coordinator.

As this position includes administrative back-up duties, the work schedule is non-negotiable.  Work hours are 8am – 5pm, Monday through Friday.  Lunch break is scheduled at 1pm – 2pm.

Please Note: This position is being reposted with updated requirements. If you previously applied, you will need to reapply in order to be considered. 

This recruitment will remain open until filled. The initial screening will be June 11, 2019.  In order to be considered for the initial screening, please submit an application on or before June 10, 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 AND 1 year of experience in records management which includes responding to Public Disclosure requests within a state agency or local government.
High school graduation or equivalent AND 3 years of experience in records management which includes at least 1 year of experience responding to Public Disclosure requests within a state agency or local government.

  • Experience with Microsoft Office products, including Word, Excel and Outlook.

  • Demonstrated ability in attention to detail.

  • Strong organizational skills.


Desired Qualifications:

  • Two years of experience in a progressively responsible work environment involving public contact.

  • Familiarity with State of Washington records retention schedule and procedures.

  • Experience in providing clerical and technical support to staff and management.

  • Experience in fiscal operations such as bookkeeping or accounting.

  • Experience with owner level duties in SharePoint.

  • Experience in reception.

  • Experience with WebEx software.

  • Experience in purchasing, following set procedures.

  • Experience with time accounting functions.


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 Insurance, Deferred Compensation Programs, Dependent Care Assistance Program (DCAP),  Flexible Spending Arrangement (FSA), Employee Assistance Program, Commute Trip Reduction Incentives (Download PDF reader)