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Records Specialist (FRA3)
State of Washington
Dept. of Transportation
Location
Washington, 98504
Salary
$50,592 - $67,992
per year
Type
Full-Time
More Library & Records jobs →Closes
April 6, 2026
SES Pay Grade
Base salary range: $147,649 - $221,900
Typical requirements: Executive-level leadership experience. Senior executive qualifications required.
Note: Actual salary includes locality pay (15-40%+ depending on location).
Job Description
Summary
This job involves managing electronic records and forms for the Washington State Department of Transportation, ensuring everything is organized, compliant with laws, and easy for staff to use.
You'll build workflows, train employees on best practices, and handle inquiries to keep information flowing smoothly across the agency.
It's a great fit for someone detail-oriented who enjoys working with technology and helping teams stay efficient and inclusive.
Key Requirements
- Demonstrated commitment to equity, respect, and inclusive workplace practices
- Experience developing, designing, or managing forms and business documents
- Strong communication skills in written and verbal formats for diverse audiences
- Proficiency or quick ability to learn tools like InDesign, iLinx, SharePoint Online, Excel, Word, Adobe, and Microsoft Teams
- Knowledge of records management, including retention policies and disposition processes
- Ability to collaborate with teams, educate staff, and handle technical aspects of electronic content management
Full Job Description
About WSDOT
Washington State Department of Transportation (WSDOT) is a multimodal organization with a global reputation for excellence!
Our dedicated workforce is responsible to plan, design, build, and operate an integrated transportation system that safely and efficiently moves people and goods throughout the state.
In addition to maintaining over 18,000 lane miles of state highway and 4,100 bridges, WSDOT manages the world's longest floating bridge, executes an award-winning Active Transportation Plan, holds a record for the world's widest tunneling project, and operates the largest ferry system in the nation!
The Opportunity
WSDOT is seeking a skilled and detail-oriented Records Specialist to join our team in Olympia, WA.
In this key role, you will serve as the agency lead for managing electronic records within WSDOT’s Electronic Content Management (ECM) system and provide backup support for agency forms management.
Your responsibilities will include developing legally compliant, efficient records disposition processes, supporting regional and headquarters personnel, ensuring accurate records processing, and educating staff on ECM usage, records management responsibilities, and best practices.
You will be the go-to resource for records inquiries and a key partner in helping the agency maintain transparent, organized, and compliant information management practices.
What to Expect
Among the varied range of responsibilities held within this role, the Records Specialist will:
- Facilitate record management functions in the agency’s Electronic Content Management (ECM) system to ensure all steps are completed accurately.
- Collaborate with customers to define record owners by region.
- Build electronic workflows for each retention policy in each repository based on the customer needs.
- Maintain an up-to-date list of record owners by region.
- Collaborate with Technology Services Division on technical aspects, as needed.
- Educate record owners on retention policies and technical aspects of the application.
- Review automated record disposition processes in the ECM system to confirm all steps have been properly completed
- Verify that all disposition certificates are in place for approved records.
- Educate the workforce and respond to inquiries related to records management responsibilities
Qualifications
To be considered for this opportunity, the following are required:
- Equity & Inclusive Workplace Practices: Demonstrated commitment to fostering a work environment grounded in respect, equity, and equal opportunity, actively contributing to a collaborative and inclusive team culture.
- Forms & Business Document Development: Demonstrated ability to develop, design, or manage forms and business documents, ensuring clarity, usability, and alignment with organizational standards.
- Communication Skills: Demonstrated ability to communicate clearly and effectively in both written and verbal formats, conveying complex or technical information to diverse audiences.
- Technical & Software Proficiency: Demonstrated knowledge of, or ability to quickly develop expertise in, tools such as InDesign, iLinx, SharePoint Online, Excel, Word, Adobe, and Microsoft Teams to create, manage, and maintain accurate business documents and records.
- Adaptability & Flexibility: Demonstrated ability to adjust approaches and methods in real time based on customer needs, engagement levels, or group dynamics to maximize effectiveness and achieve positive outcomes.
- Emotional Intelligence & Collaboration: Demonstrated ability to read group dynamics, defuse conflicts, build trust, and foster collaboration, supporting strong interpersonal relationships across teams and stakeholders.
- Organization & Initiative: Demonstrated ability to plan, prioritize, and independently manage multiple tasks, maintaining a high level of organization, proactivity, and timely completion of responsibilities.
- Growth Mindset: Actively demonstrates a commitment to learning and growth.
- Service-Oriented: Takes action to meet the needs of others.
It is preferred that qualified candidates also have:
- Workplace Documentation & Communication: Demonstrated ability to develop written guides, handouts, webpages, or other materials that clearly convey essential workplace information to diverse audiences.
- Enhanced Technical Skills:Advanced experience in digital records management systems, automation tools, or other emerging technologies.
- Adaptability to Technology: Demonstrated ability to learn, adopt, and apply evolving technologies, including Microsoft Windows, presentation tools, websites, and new workplace features, to enhance work efficiency and communication.
- Quality Assurance & Testing: Demonstrated ability to apply quality assurance practices, including testing processes, to ensure accuracy, usability, and reliability of documentation, systems, or content.
- Organizational Knowledge: Demonstrated understanding of WSDOT’s organizational structure and the broader Washington state agency framework, using this knowledge to navigate processes and coordinate effectively across divisions.
- Records & Information Management Law Knowledge: Demonstrated knowledge of Washington state statutes related to records and information management.
- Records & Information Management Best Practices: Demonstrated understanding of WSDOT Records & Information Services Program best practices and the ability to implement them to support compliance, efficiency, and information governance.
Important Notes
- This recruitment may also be used to fill additional positions per business needs.
- This position offers flexible/hybrid remote work options.
- To review the full Position Description, please follow the directions in the “Contact Us” section of this posting.
- WSDOT does not use the E-Verify system, therefore we are not eligible to extend STEM Optional Practical Training (OPT). For more information, please visit www.uscis.gov.
In addition to base salary, employees may be entitled to other forms of compensation depending on the type, duties, or location of the position.
For union-represented positions, more information on other forms of compensation can be found in the applicable Collective Bargaining Agreements.
Information on other compensation types for non-represented positions can be found in Chapter 357-28 of the Washington Administrative Code.
Why WSDOT
- 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 12 paid holidays, full-time employees may earn up to 25 paid vacation days per year!
- Tuition Assistance – Permanent employees have several options for assistance with education expenses, including tuition reimbursement programs, government discounts at participating colleges throughout the state, and eligibility for federal student loan forgiveness.
- Plan For Your Future – WSDOT offers a comprehensive benefits package that includes a variety of healthcare options. Employees also have their choice of state retirement programs, and much more. Go to State Benefits for more information.
Check out this video to learn more: Why WSDOT?
How to Apply
Applications for this recruitment will be accepted electronically. Your relevant experience may be evaluated to determine salary. Therefore, it is very important that the “Work Experience” portion of the application be completed in as much detail as possible.
In order to be considered for this opportunity, please include the following with your online application:
- An attached Resume outlining (in reverse chronological order) your experience to date.
- An attached Cover Letter that further explains your qualifications and indicates why you believe you are a viable candidate for this role.
- Contact details for a minimum of three (3) individuals who can attest to your work performance, technical skills, and job-related competencies. This information can be entered in the “References” section of the online application; does not require an additional attachment.
Please click the "APPLY" button to proceed. Note that you will be prompted to either sign in or create an account. This step is required in order to submit an application to this opportunity.
WSDOT is an equal opportunity employer. We value the importance of creating an environment in which all employees can feel respected, included, and empowered to bring unique ideas to the agency.
Our diversity and inclusion efforts include embracing different cultures, backgrounds and viewpoints while fostering growth and advancement in the workplace.
All persons, regardless of race, ethnicity, age, veteran status, sexual orientation, and/ or gender identity, are encouraged to apply.
Persons with disabilities needing assistance in the application process, or those needing this job announcement in an alternative format may contact the recruiter listed.
Contact Us
For inquiries about this posting, you may contact the assigned Recruiter, Amanda Strebeck, at amanda.strebeck@wsdot.wa.gov. Please be sure to reference Recodes Specialist #04497 in the subject line.
Check your resume before applying to catch common mistakes