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PROGRAM SPECIALIST 3
State of Washington
Utilities and Transportation Commission
Job Description
Summary
This temporary role at the Washington State Utilities and Transportation Commission involves managing public records requests, ensuring compliance with disclosure laws, and guiding staff and companies on record-keeping rules.
The job focuses on coordinating requests, improving processes, and handling sensitive issues to protect consumers.
It's ideal for someone organized with experience in records management who enjoys working in a regulatory environment and can communicate clearly.
Key Requirements
- Reside in Washington state and be available for hybrid work with multiple onsite days per week at the Lacey headquarters
- Experience in public records management, disclosure operations, or compliance with public records laws
- Strong organizational skills for intake, coordination, and tracking of records requests
- Ability to provide recommendations and guidance on records retention and disclosure to staff, companies, and the public
- Excellent communication skills to escalate complex issues and ensure consistent application of regulations
- Capability to identify and recommend improvements to disclosure processes
- Occasional availability for statewide travel for meetings and training
Full Job Description
Respect. Professionalism. Integrity. Accountability.
Help protect the consumers of Washington state!
Program Specialist 3
Salary:
The compensation for this position ranges between $58,584 - $78,912 yearly.
This recruitment closes on January 19, 2026, at 11:59pm.
UTC reserves the right to make a hiring decision and/or choose to close or extend this recruitment at any given time after seven (7) days. Submitted applications may be used to fill comparable positions that open within the next 60 days.
The Opportunity:
UTC is seeking to fill a Program Specialist 3position on a temporary/non-permanent basis for up to 12 months. This position is part of the Records Management Office and plays a key role in ensuring public access to agency records in accordance with public records laws.
This position provides critical support to the agency’s public records and disclosure program by offering recommendations to records management staff, program units, and senior commission leadership on disclosure operations and compliance.
Responsibilities include overseeing the intake, coordination, and tracking of public records requests; identifying and recommending improvements to disclosure processes; and escalating complex or sensitive issues as appropriate to ensure timely resolution.
In this role, the incumbent will communicate clear guidance and expectations to regulated companies, internal staff, and members of the public to ensure filing, records retention, and disclosure requirements are applied consistently, accurately, and in compliance with applicable regulations.
Hybrid:
Although this is a hybrid opportunity, the successful incumbent must reside within Washington state and must be available to report to the Lacey, Washington headquarters building as needed. This position can anticipate working onsite multiple days per week.
Travel:
May require occasional statewide travel for meetings and training. The duty station for this position is UTC’s Lacey headquarters office. Employees are not compensated for travel time between their residence and the duty station.
Our Mission:
To protect the people of Washington by ensuring that investor-owned utility and transportation services are safe, equitable, available, reliable, and fairly priced.
Vision:
We strive to achieve equitable and fair outcomes for both consumers and regulated companies. We prioritize inclusion and belonging in the workplace.
What We Offer Our Employees:
- UTC fosters an environment of diversity, equity, inclusion and belonging, while striving to hire and retain a workforce from the communities we serve.
- We place importance on a healthy balance between personal and professional lives; offering flexible work schedules, wellness programs, and mobile/telework opportunities.
- Through the state, our employees (and their families) are offered options for medical, dental, vision and basic life insurance.
- We offer enrollment into the state retirement programs and a deferred compensation plan.
- Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.
For more information about our benefits or working at UTC, please visit our website.
Requirements
Some of What You’ll Do:
You will independently manage the agency’s public disclosure program, including intake, assignment, tracking, and resolution of public records requests in compliance with public disclosure laws, agency policies, and regulatory requirements.
Serve as a subject matter resource by providing guidance to staff on disclosure processes, redaction standards, and records handling.
Ensure the accuracy and integrity of information entered into disclosure and records systems, maintain complete documentation of requests and responses, and provide program-level accountability for daily activities.
Conduct research, interpret complex records requests, oversee redaction, and ensure timely delivery of responsive documents.
Monitor legislative changes related to the Public Records Act and incorporate new requirements into agency disclosure practices.
Work closely with external parties to resolve filing issues and prevent regulatory delays.
Serve as lead for processing incoming filings, including analyzing and determining proper docketing and providing official service of commission legal documents in adjudicative proceedings.
Develop and deliver training, user guides, FAQs, and process documentation, and maintain electronic resources to promote consistent, accurate records management and filing practices.
Qualifications
Required Qualifications:
Experience for both required and desired qualifications listed may be gained through lived experience, volunteer experience, formal employment, or a combination.
A bachelor’s degree in business administration, public administration, law, public health, health administration, or a closely allied field.
Demonstrated skill in planning and coordinating work, analyzing policies or procedures, and consulting with internal and external individuals across public and private sectors.
This includes the demonstrated experience, knowledge, skills and abilities competencies listed below.
OR
Two (2) or more years of experience coordinating or administering any of the following:
- Washington State public disclosure laws, rules, and standards.
- HIPAA requirements; or Records Management.
- Administering a tracking system or large database.
- Drafting correspondence and other quasi-legal documents.
AND
Demonstrated experience with the following computer software:
- MS Excel (or other spreadsheet software) to create, modify, print, and format spreadsheets, find and replace data, and work with basic formulas and functions; use templates, styles, auto-formats, and multiple worksheets; create and manipulate large or complex spreadsheets, use complex mathematical formulas to calculate data, and link worksheets; import data from other sources, filter lists, and create and format charts and graphs.
- Word processing software, such as MS Word, to create, format, edit, preview, print, and save documents; use standard functions to select, edit, copy, paste, format, and spell check text.
- Electronic communications and calendar programs, such as MS Outlook, compose, send, and respond to electronic mail, and coordinate schedules and schedule meetings.
Knowledge, Skills, and Abilities:
- Accountability – Holding self and others accountable to meet commitments.
- Collaborates – Building partnerships and working collaboratively with others to meet shared objectives.
- Communications - strong interpersonal and written communications, demonstrated ability to draft correspondence and other semi-legal documents.
- Computer Skills - Able to accurately enter data into a computer; able to navigate and utilize word processing, database, and internet programs.
- Confidentiality - ability to hold information confidential as determined appropriate.
- Critical thinking under time-related pressure constraints - ability to review requests and other materials to plan the best response within deadlines.
- Customer Focus - Responsive to both internal and external customers. Works with customers to identify needs; assumes responsibility for own role in meeting those needs. Ensures commitments to customers are met. Receptive to customer feedback.
- Decision Making - Demonstrated ability to make timely, logical, and informative decisions, seek out advice from others and consider the impact on co-workers, customers, and other program areas before deciding.
- Demonstrates Self-Awareness - Using a combination of feedback and reflection to gain productive insight into personal strengths and weaknesses.
- Detail Oriented - Pays close attention to detail. Produces thorough, accurate documents; identifies and corrects errors; consistently reviews work to ensure quality. Incorporates feedback for on-going quality improvement on work products.
- Ethical Conduct - Respects and maintains confidentiality. Avoids inappropriate situations and actions which present the appearance of a conflict of interest. Uses the public’s funds and resources appropriately.
- Interpersonal Savvy – Relating openly and comfortably with diverse groups of people.
- Manages Conflict – Handling conflict situations effectively, with a minimum of noise.
- Relationship building - demonstrates ability to understand and adapt to agency culture and sub-cultures and build strong working relationships and networks.
- Self-Development - Actively seeking new ways to grow and be challenged using both formal and informal development channels.
- Results Focus - Accepts personal accountability for individual results or share of team results. Manages workload and interpersonal relationships to achieve results: prioritizes tasks appropriately, overcomes obstacles, works with others as necessary, and meets deadlines and quality standards.
- Self-Development - Demonstrates proactive learning. Keeps knowledge and skills up to date. Solicits and accepts constructive feedback. Seek developmental assignments to improve skills. Turns challenges into learning opportunities.
- Stress Tolerance - Ability to work under pressure to meet strict guidelines. Effectively handle and diffuse highly stressful or adverse situations, making good decisions, working calmly and accurately, and helping to calm others.
- Team Orientation - Ability to work in a team, to build rapport and demonstrate balance between building rapport and completing assignment; demonstrates respect for others' perspectives and needs; treats others with dignity and actively supports the good ideas of others.
- Values Differences – Recognizing the value that different perspectives and cultures bring to an organization.
- Knowledge of agency policies and procedures; laws and rules related to records retention, public disclosure, and protection of information assets.
Analyze Information - Able to identify key facts in an array of data; able to detect when information may be incorrect, missing, or require verification; able to judge appropriate actions or responses to information based on clear guidelines, procedures, or requirement.
Prioritizes public disclosure requests based upon urgency. Recognizes and adjusts staff assignments based upon business need.
Multi-tasking and Workload Management - Demonstrated ability to manage time, identify and handle competing priorities; successfully meet deadlines; able to effectively organize information and implement processes to make efficient use of time.
Able to remain focused on tasks amidst interruptions; evaluates progress and adjusts approach accordingly.
Demonstrated ability to easily transition among multiple tasks, organizing and managing multiple assignments with competing priorities and timeliness.
Demonstrated ability to establish program goals, objectives, timeliness, action plans, solutions and accurately document workflow procedures.
Problem-solving skills - Global perspective of the relationships between the Department, Division, and programs to make sound business decisions that impact public disclosure.
Able to facilitate the problem-solving process at the Records Management level by identifying and communicating key issues, encouraging others to offer solutions, acknowledging, and building on good ideas, and directing the group through productive discussions; logically integrates various ideas, intentions, and information to form effective goals, objective, timelines, action plans, and solutions.
Diversity Equity and Inclusion (DEI) Competencies (expected of all employees):
- The ability to take action to learn and grow.
- The ability to take action to meet the needs of others.
- EDI Knowledge, Understanding, & Commitment.
- Self-Awareness and Commitment to Growth.
- Cultivating Mutually Beneficial and Trusting Strategic Partnerships.
- Inclusive Excellence & Allyship.
UTC Core Competencies (expected of all employees):
- Accountability
- Measuring Success and Improvement
- Customer Focus
- Results Focus
- Communication Skills
- Adaptability/Flexibility
- Self-Development
- Continuous Process Improvement
Desired Qualifications:
- A bachelor’s degree or higher; OR two (2) or more years of successful completion of college-level coursework (72 quarter hours or semester equivalent).
- One or more years of experience leading teams.
- Knowledge and understanding of GovQA.
- Computer software proficiency for the following Microsoft Office products: Intermediate level: Excel, Word, PowerPoint, SharePoint; Intermediate level: Outlook.
- Ability to search and query databases to research requests.
- Familiarity with records management principles.
- Some familiarity with legal terms/civil procedure.
OR Equivalent of six (6) years lived experience or a combination of six (6) years’ total experience, bachelor’s degree in business administration, accounting, industrial engineering, or a related field.
Additional Information
READ THE FOLLOWING INFORMATION COMPLETELY:
- This position is included in a bargaining unit represented by the Washington Federation of State Employees (WFSE).
- RCW 80.01.020 limits the UTC's ability to employ any person who owns stock in any company the UTC regulates or is otherwise financially interested in such company. Such interests include those of an employee's spouse.
- UTC does not use E-Verify; therefore, we are not eligible to extend STEM-Optional Practice Training (OPT). For information, please visit www.uscis.gov.
How to Apply:
Interested in joining the UTC team? Click the Apply button at the top to begin! To be considered for further screening, ensure you attach the following documents to your completed application:
- Letter of Interest- describing how you meet the position qualifications and why you believe you are the ideal candidate.
- Resume- detailing your applicable competencies, experience and education.
- References - At minimum, three (3) professional references with current telephone numbers and email addresses must be included with your application; one (1) contact MUST be your current or most recent supervisor.
The initial screening of candidates will be solely based on the contents and completeness of the application materials, including answers provided to the ‘Supplemental Questionnaire’, along the additional application materials submitted as part of the application process.
NOTE, indicating ‘see resume’ will not substitute for completing the "work experience" section or supplemental questionnaire of the application packet and may result in your submission being marked incomplete.
All information may be verified; additional documentation may be required. Candidates may be disqualified if the education and/or work experience does not include information used to meet the minimum qualifications of the job.
The UTC is an equal opportunity employer. We want to make sure you have an equal opportunity to join our team.
Our commitment is making sure current and future employees are treated fairly and equally without regard to age, sex (including gender identity), race, ethnicity, disability, sexual orientation, veteran status, marital status, or religious or political affiliation.
Persons needing accommodation in the application process or this announcement in an alternative format may contact the UTC HR office at (360) 664-1134 or humanresources@utc.wa.gov. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6384.
For more information about the UTC, please visit:
www.utc.wa.gov, www.facebook.com/wautc
The State of Washington: http://access.wa.gov
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