DSHS HCLA Forms and Records Analyst 3

Full Job Description

DSHS Forms and Records Analyst 3

This position is within the Home and Community Living Administration (HCLA), Adult Protective Services (APS) Division, Due Process Unit and reports directly to the Unit Manager of Paralegal and Records.

The Adult Protective Services mission is to transform lives by protecting vulnerable adults from abuse, neglect, self-neglect, abandonment, financial exploitation by conducting objective, timely and thorough investigations, assisting vulnerable adults to access appropriate services in accordance with statute, rules, and policies.

This position will support the APS Division’s public disclosure and other records production functions statewide.

This position will receive, coordinate, search, collect, review, redact, process, and track public records requests in the Agency Records Requests Tracking System (ARRTS) for APS under RCW 42.56 and RCW 74.34.

This position will process requests for investigative case records and consult with the Unit Manager of Paralegal and Records, regional staff, supervisor, management, and designated assistant attorney general as necessary.

The position requires the incumbent to have knowledge and understanding of the Adult Protective Services program and legal requirements covered by state and federal laws relating to investigative case records, public records requests, confidentiality, and privacy.

Additionally, the incumbent is responsible for interpreting federal and state rules and policies that apply to this program and must be capable of explaining them to requesters, staff, stakeholders, alleged victims/perpetrators, and general public to ensure they fully understand the laws related to their request for investigative records.

Some of what you'll do:

• Independent management and assignment of APS investigative and program records requests received at the central point of contact of the Public Records Officer designated for DSHS by RCW 42.56.580, DSHS Administrative Policies 5.02, and RCW 74.34.095.
• Coordinate records for discovery on behalf of the Office of Policy and External Relations.
• Administer, develop, and execute the agency’s public records training program including curriculum development, event planning, and provision of resources to implement outcomes.
• Serve as lead administrator and assists in the maintenance, improvement and management of the DSHS statewide tracking database for records requests (ARRTS) to track compliance with the law, measure time and resource use, promote consistency, reduce risk and improve communication.
• Serves on workgroups as needed to promote organizational goals and processes.
• Receives, searches, collects, redacts, processes, responds to, monitors and tracks APS public records requests received at centralized unit in the Agency Record Request Tracking System (ARRTS).
• Determines appropriate APS program subject matter expert to consult with when necessary and assigns request with deadline to appropriate coordinators within DSHS.
• Serves as one of the primary points of contact and program specialist working with APS public records.
• Collects records, confirms adequate search, and redacts confidential and exempt information using federal and state legal statutes and rules while consulting with the APS Lead Program Manager regarding complex requests and the response.
• Assists Public Records Officer in accomplishing responsibilities and goals of unit.
• Reviews validity of authorizations; ensures court orders have required language to release records; monitors responses, ensures compliance with client privacy rights.
• Assists the APS program with privacy process and is aware of the Health Information Portability and Accountability Act (HIPAA) Privacy Rule and other applicable laws.
• Knowledge of the APS program records retention schedule and process to request records from state records center.
• Determines priorities and sets objectives efficiently to meet public disclosure due dates.
• Assists the Unit Manager of Paralegal and Records with collection of records relevant to litigation and discovery.

What we're looking for:

• Expected to have knowledge of the Public Records Act (PRA) and an understanding of program specific records related to investigative case records.
• Experience and knowledge with redacting records accurately and consistently following program laws and other federal and state statutes and rules using electronic tools, to keep the administration/division/program in compliance with PRA RCW 42.56, agency administrative policies, and RCW 74.34.
• Experience and knowledge in searching, reviewing for responsiveness, redacting, and producing electronic using secure file transfer sites and other formats of records.
• Knowledge of and experience using the Agency Record Request Tracking System (ARRTS) and e- discovery tool(s).
• Knowledge and experience with the Health Information Portability and Accountability Act (HIPAA) Privacy Rule, client privacy rights, and complaints.
• Ability to determine priorities and set objectives efficiently and independently to accomplish program goals.
• Can independently and successfully perform functions with a limited amount of advanced training.
• Attention to detail is vital.
• Ability to work under pressure with short turnaround timeframes while keeping a positive attitude.

Who should apply?
Professionals with one of the following:

A bachelor’s degree in legal studies, business administration, accounting, finance, social services, or a related field;

AND

Two (2) years of experience in records management or public disclosure; receiving, tracking, redacting, processing, and handling records requests (e.g. public records, legal discovery/disclosure, and other records productions).

OR

Six (6) years of professional/practical experience in records management or public disclosure; receiving, tracking, redacting, processing, and handling records requests.

Questions? Email peter.bonato@dshs.wa.gov or call the main Talent Acquisition line at 360-725-5810 and reference 02017.

The Department of Social and Health Services’ (DSHS) vision that people find human services to shape their own lives requires that we come together with a sense of belonging, common purpose, shared values, and meaningful work. It is crucial to our agency’s vision that you bring a fairness, access, and social justice commitment to your work with DSHS. We strive to support all Washingtonians, including Black, Indigenous, and People of Color, people with physical, behavioral health, and intellectual disabilities, elders, LGBTQIA+ individuals, immigrants and refugees, and families building financial security.

Additional Information

Prior to a new hire, a background check including criminal record history may be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the job. This announcement may be used to fill multiple vacancies. Employees driving on state business must have a valid driver's license. Employees driving a privately owned vehicle on state business must have liability insurance on the privately owned vehicle.

Washington State Department of Social and Health Services is an equal opportunity employer and does not discriminate in any area of employment, its programs or services on the basis of age, sex, sexual orientation, gender, gender identity/expression, marital status, race, creed, color, national origin, religion or beliefs, political affiliation, military status, honorably discharged veteran, Vietnam Era, recently separated or other protect­ed veteran status, the presence of any sensory, mental, physical disability or the use of a trained dog guide or service animal by a person with a disability, equal pay or genetic information. Persons requiring accommodation in the application process or this job announcement in an alternative format may contact the Recruiter at (360) 725-5810. Applicants who are deaf or hard of hearing may call through Washington Relay Service by dialing 7-1-1 or 1-800-833-6384.


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