Program Specialist 3- Records Management (Lacey)

Full Job Description

Washington State Parks and Recreation Commission

Telework: This position offers hybrid telework flexibility after initial training, though regular on-site attendance is required to meet customer needs. The default assigned work location of all Parks positions – both on-site and telework eligible positions – is within the State of Washington.

The Washington State Parks and Recreation Commission (Parks) is seeking applicants for a Program Specialist 3 position in the Risk/Records program.

This position is part of a small Team in the Records Office within the Business Support Services Division.

The primary responsibilities of this position are consultation regarding all things records/records management; monitoring the overall effectiveness of the Agency’s records management practices; and development of records management-related trainings and resources.

Under the general direction of the Records Manager, this position manages electronic and physical records to ensure they are stored, archived, and properly dispositioned.

The position contributes to Parks' mission by fostering public confidence through transparency, improve efficiency and maintain compliance.

The ideal candidate would be a self-starter who is able to manage multiple ongoing projects; experienced in consulting and has the ability to effectively articulate thoughts both verbally and in writing; somebody who would like to work collaboratively to build a comprehensive program almost from the ground up; and is experienced in working with electronic record environments to include Microsoft Office 365 including Teams and SharePoint applications.

While Parks’ headquarters is based in Lacey, Washington, this position does provide the opportunity for remote work. The schedule is traditionally Monday through Friday 8:00 a.m. to 4:30 p.m.

(An alternate schedule or remote work may be approved as long as Agency and/or customer needs are still able to be met.)

• Work-Life Balance – We offer flexible work schedules that allow you time for your life outside of this excellent opportunity.
• Paid Leave – In addition to 8 hours of sick leave/month and 12 paid holidays, full-time employees earn a minimum 14 paid vacation days per year!
• Plan For Your Future – Parks offers a comprehensive benefits package that includes a variety of healthcare options, and free dental coverage! Employees also have their choice of state pension retirement programs, and much more.
• Tuition Assistance – Permanent employees have several options for assistance with education expenses, including tuition reimbursement program, government discounts at participating colleges throughout the state, and eligibility for federal student loan forgiveness program.

Requirements

Duties include, but are not limited to:

• Acts as an Agency-wide subject matter expert for records management-related matters. Consults with internal and external customers.
• Under guidance of the Records Manager/Records Officer, responsible for monitoring the overall effectiveness of records management practices within the Agency. This includes updates, changes to policy/procedure, process changes, implementing best practices and efficiencies.
• Will also be tasked with training Agency-wide (e.g., developing a Parks-Specific records management training, developing an on-boarding for new employees), and provide training sessions to employees of functional groups as needed.
• Leads the Agency's records inventory process. Analyzes processes and compiles data as necessary to ensure Agency records. Leads efforts to scan/digitize records process and the essential records program.
• Assists with public records requests.
• May assist with risk management-related task.

Qualifications

REQUIRED QUALIFICATIONS:
Six (6) years of experience in providing support/consultation regarding records management topics at the Federal, State or local government level. Records management experience in the courts, healthcare, or other relevant field will also be considered.

And
Minimum two (2) years specific experience using and/or providing consultation with Microsoft Office 365 (i.e.: Outlook, Teams, OneDrive, and SharePoint)

** Applicable education can be substituted year for year for experience up to four years.

REQUIRED JOB RELATED COMPETENCIES:

• Records Management Subject Matter Expertise-demonstrates comprehensive knowledge of public-sector records management principles, retention schedules, disposition processes, digitization standards, and compliance requirements.
• Regulatory Compliance & Risk Awareness-ensures agency records practices align with legal, regulatory, and risk management requirements while protecting public trust.
• Program Development & Continuous Improvement-builds, enhances, and monitors a comprehensive records management program aligned with agency goals.
• Digital Records & Technology Proficiency- demonstrates advanced capability in managing electronic records systems and leveraging technology to support compliance and efficiency.
• Training & Knowledge Transfer-designs and delivers effective learning experiences to improve agency-wide records management practices.
• Take Action to Learn and Grow= considering and incorporating new information and different perspectives.
• Ability to take Action to Meet the Needs of Others- collaborating with others to overcome challenges and find solutions.

DESIRED KNOWLEDGE, SKILLS, AND ABILITIES:

• Bachelor's degree in business or public administration.
• Three years of experience providing support to staff or a program including, but not limited to, using advanced analytical skills to interpret policy and instruct others on application of policies or procedures, representing a program or office to clients, interacting with external customers, and composing correspondence.
• Working knowledge of the Preservation and Destruction of Public Records RCW 40.14 and the Public Records Act RCW 42.56 and Washington Administrative Code 44-14-040 Processing of public records requests­ General.
• Demonstrated experience analyzing and solving problems under highly stressful or adverse situations.
• Demonstrated organizational skills, including the ability to prioritize, coordinate, and simultaneously manage multiple projects with a high level of quality.
• Ability to efficiently use a personal computer and applicable software to successfully perform the essential functions of the position.
• Ability to represent State Parks in a competent, confident, and professional manner. The incumbent must be able to maintain the highest level of confidentiality at all times and build trust across the organization.
• Three years of experience providing support and responding to public disclosure requests in a government setting.
• Proficient use of:
  • Microsoft Word, Microsoft Excel, Microsoft PowerPoint.
  • Records Center Management System (Washington State Records Center).
  • Advanced eDiscovery and/or Core eDiscovery (Microsoft Office 365).
  • Adobe Acrobat- specifically applying redactions either 'stamping' documents with the applicable statute/rule or developing a key for redactions for the requester.

*This position must have a criminal background check which is required for access to Criminal History Records in the Spillman Law Enforcement System.

Additional Information

HOW TO APPLY:

To ensure consideration, please complete the online job application and profile at www.careers.wa.gov. Only candidates who reflect the minimum qualifications on their NEOGOV profile will be considered.

Failure to follow the application instructions below may lead to disqualification.

To apply for this position, you will need to complete your profile which includes three professional references and attach:

• A cover letter that specifically addresses how you meet the qualifications for this position
• Current resume

To take advantage of veteran preference, please do the following:

• Attach a copy of your DD214 (Member 4 long-form copy), NGB 22, or USDVA signed verification of service letter.
• Please black out any PII (personally identifiable information) data such as social security numbers. Include your name as it appears on your application in careers.wa.gov.
• For more information on Veteran's Preference and instructions on how to check your eligibility, click here.

**All requested materials must be submitted. Incomplete or late application materials will not be accepted. Failure to follow application process may disqualify you from further consideration.**

This position is included in the non-supervisory bargaining unit represented by the Washington Federation of State Employees (WFSE). For more information: https://wfse.org/

Once the listed position(s) is(are) filled, this recruitment announcement may also be used to fill additional position(s) for up to sixty (60) days.

Diversity Policy Statement

The Washington State Parks and Recreation Commission is an equal opportunity employer.

We strive to build a workplace culture that is welcoming and inclusive in which all employees feel respected and empowered to bring their unique ideas to the agency.

At State Parks, we believe that embracing diverse backgrounds and experiences is essential to growing a strong workforce.

We encourage applicants underrepresented in natural resources and outdoor recreation fields to apply, including but not limited to women, Black, Indigenous and people of color (BIPOC), individuals with disabilities, neurodivergent individuals, disabled and Vietnam era veterans, persons over 40 years of age, and individuals who identify as a part of the 2SLGBTQ+ community.

Persons needing accommodation in the application process or this job announcement in an alternative format may contact the human resources office at (360) 902-8565.

Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.

For information about this position, please contact Brian Thrasher at Brian.Thrasher@parks.wa.gov or (360) 902-8514.

For information about the recruitment/hiring process, please contact Wendy Vandel at Wendy.vandel@parks.wa.gov or call (360) 902-8688.

All applicants with a legal right to work in the United States are encouraged to apply.

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