Public Disclosure Specialist (Forms & Records Analyst 3 with in-training option)

Full Job Description

Public Disclosure Specialist (Forms & Records Analyst 3 with in-training option)
At the Department of Commerce, we’re reimagining what’s possible in government. We’re builders, thinkers, and change-makers, working at the intersection of innovation, community, and impact. From unlocking critical funding to fueling inclusive economic growth, we’re turning big ideas into real-world solutions that uplift people and places.

Our agency’s strength lies in the diversity of our workforce and the breadth of the lived experiences and perspectives employees bring to the work.

We believe equity is not just a value but a practice, which is reflected in how we design programs, engage communities, and deliver outcomes.

We foster a workplace culture where curiosity is encouraged, bold thinking is welcomed, and collaboration drives our impact.

This job is a commitment to reshape systems so they work better for everyone. If you’re ready to challenge the status quo and build meaningful connections, we want to meet you.

Let’s build what’s next, together.

The mission of the Office Services Unit within the Contracts and Compliance Division of Washington State Department of Commerce is committed to compliance, operational efficiency and transparency by providing robust agency support in Purchasing, Records Management, Public Disclosure, Facility and Fleet Management. We strive to enhance operational effectiveness while ensuring compliance with all state laws, regulations, and policies.

Working within the Office Services Unit, the Public Disclosure Specialist is responsible for responding to and processing public requests. Working under the direction of the Public Disclosure and Records Manager this position is expected to work independently, ensuring response timelines are met with accurate and complete responses. Using various software tools, such as GovQA, Microsoft E-discovery, and others, this position will independently search for, review and prepare responses to agency public disclosure requests. As needed this position will interact with unit records coordinators and other division staff across Commerce to gather and evaluate requested materials. This position will also occasionally seek advice or guidance from the Assistant Attorneys General’s office to ensure accurate interpretation of RCWs.

The teams are looking to fill multiple vacancies with this one recruitment.

This is a hybrid position based out of our Olympia office.

Requirements

Collecting and processing agency records
Tasks include:
• Coordinate assigned public records requests in Commerce’s PRA program, ensuring consistent application of PRA processes across divisions.
• Manage intake, clarification, and workflow coordination for public records requests received via GovQA and the shared PRA inbox.
• Serve as a specialist to agency wide coordinators on request interpretation, scope, sensitive content, and PRA obligations.
• Maintain strong, professional communication with requestors, staff, and leadership to ensure clarity, consistency, and timely outcomes.
• Act as an agency specialist on conducting comprehensive searches using Microsoft eDiscovery, Outlook, SharePoint, network drives, SMARSH, and Everlaw to locate electronic records.
• Develop search terms, filters, and Boolean logic to generate accurate and defensible search results.
• Coordinate search activities with records coordinators and program staff to gather responsive records.
• Works with Commerce staff and program managers to ensure the agency is compliant and consistent with PRA responses.
• Review responsive documents for completeness, relevance, and exemption applicability.
• Apply appropriate PRA exemptions, ensuring accurate redaction and protection of sensitive data.
• Prepare exemption logs and document redaction decisions with clarity and legal accuracy.
• Ensure assigned components of the PRA process remain accurate, current, and aligned with RCW 42.56 and Commerce practices.

Receiving and responding to Public Disclosure Requests
Tasks include:
• Provide training and guidance to division records coordinators on PRA processes, search practices, and exemption classifications.
• Assist with the development of standard templates and process documentation for PRA workflows.
• Maintain accurate tracking of assigned requests within GovQA, including dates, exemptions, and outcomes.

Other Duties as assigned
Tasks include:
• Contribute to updates of Commerce PRA process documentation, including, forms, templates, and guidance materials.
• Recommend incremental improvements to PRA workflows, templates, and search practices.
• Coordinate with the Records Officer on retention schedules affecting PRA related- records.

Qualifications

Required Position Qualifications:
This is an In-training position. The goal class for this position is Forms and Records Analyst 3 (FRA3). We will consider applicants who meet the requirements for the FRA2 and 3 levels. If the finalist meets the requirements for the FRA2 level, they will be hired at that level and placed into a training program to become an FRA3 within a specified period of time.

Forms and Records Analyst 2
Any combination of Five (5) total years of experience and education. This could be gained by a combination of relevant education beyond high school equivalency and/or professional-level experience.
Experience must include:
• Minimum of one (1) year of records management experience

Education involves business, public administration, or related field. Qualifying education post High School/GED may be substituted year for year for experience.
Examples of how to qualify:
• 5 years of experience
• 4 years of experience and 1 year of education
• 3 years of experience and 2 years of education
• 2 years of experience and 3 years of education
• 1 year of experience and 4 years of education

Forms and Records Analyst 3
Any combination of six (6) total years of experience and education. This could be gained by a combination of relevant education beyond high school equivalency and/or professional-level experience.
Experience must include:
Minimum of two (2) years of experience providing any combination of at least 3 or more of the following:
• Experience using public disclosure tools to track requests, perform searches, and apply appropriate redaction.
• Receiving and documenting Public Disclosure Requests.
• Reviewing request details and clarifying with requester as needed.
• Conducting records searches using agency electronic records search tools.
• Consulting employees, managers, and executives on Public Disclosure Requests and responsive records.
• Reviewing and redacting public records based on the requirements outlined in the Public Records Act and applicable case precedent.
• Providing public disclosure training to agency staff.

Education involves business, public administration, or related field. Qualifying education post High School/GED may be substituted year for year for experience.

Examples of how to qualify:
• 6 years of experience
• 5 years of experience and 1 year of education
• 4 years of experience and 2 years of education
• 3 years of experience and 3 years of education
• 2 years of experience and 4 years of education

Preferred/Desired Qualifications:
• Three (3) or more years of professional-level experience processing and responding to public disclosure requests.
• Experience using existing public disclosure tools currently used at various state agencies and local municipalities, such as Everlaw, GovQA, Adobe Acrobat, SMARSH and E-Discovery.

Required Position Competencies:
• Ability to exercise discretion and confidentiality at all times.
• Knowledge and understanding of the Public Records Act (RCW 42.56)
• Clear and confident decision-making skills
• Comprehensive analysis skills
• Independently mange time and prioritize projects, organizing and tracking records to ensure efficiency, accuracy, and compliance.
• Ability to meet all completing deadlines, outlined by the PRA (RCW 42.56) and Commerce policy, efficiently and effectively ensuring accuracy.
• Ability to complete Attorney General Public Disclosure courses

To be considered for this position the following are needed:

• A complete and detailed online application.
• A cover letter (enter online).
• At least three professional references (enter online).

For questions about this recruitment, please contact our recruitment team via email: comrecruitment@commerce.wa.gov - please reference the job number in your message.

Additional Information

This is a hybrid position based out of our Olympia office.

This recruitment may be used to fill future vacancies over the next 60 days.

Technical support is provided by NEOGOV, 855-524-5627 (can't log in, password or email issues, error messages). DES job seeker support may answer general questions regarding the recruiting system at careershelp@des.wa.gov.

Our Commitment to Equal Opportunity
The Washington State Department of Commerce 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, or interview process or this job announcement in an alternative format may email Human Resources at Human.Resources@commerce.wa.gov. 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.

Department of Commerce also offers a competitive benefits package including: medical and dental insurance benefits, retirement and deferred compensation plans, 11 paid holidays each year, 14-25 vacation days per year (depending on length of employment), 8 hours of sick leave per month (if full time employed), bereavement leave, an employee assistance program, as well as other benefits. Please see the Benefits Tab for more details.