Public Records Coordinator - Forms & Records Analyst 3 - Non-Permanent - 2 Openings - 2025-06699
Title- Public Records Coordinator
Classification- Forms & Records Analyst 3
Job Status- Full-Time / Non-Permanent
Number of Vacancies- Two (2)
Appointment Length- 12 months
WDFW Program- Director’s Office – Information Technology Services – Public Records Unit
Duty Station- Olympia, Washington – Thurston County
Hybrid/Telework- While this position may offer a telework option, the successful candidate must be available to report to the duty station as needed.
Learn more about being a member of Team WDFW!
In this role you will serve as the program-level expert on WDFW records, electronic search tools, and public records exemptions.
Here you will have an opportunity to support the agency’s mission by fostering public trust through transparency and ensuring timely access to information.
You’ll collaborate with staff across programs and regions to develop effective search strategies that reduce legal risk and improve efficiency on complex requests.
In doing so, you’ll help the agency meet critical deadlines while carefully navigating rules around confidentiality, attorney-client privilege, and other legal standards.
What to Expect-
Among the varied range of responsibilities held within these roles, the Public Records Coordinators will,
Program Wide Analysis, Search, and Compliance for Public Records Requests:
- Implement agency standardized, best practices for public records requests.
- Receive and interpret public records requests made by the public and private citizens.
- Identify risk when reviewing public records request and prepare accordingly to mitigate those risks for the program and by extension, the agency.
- Assign public records requests to program staff. Independently prioritize work to meet deadlines and designate time to each request appropriately to ensure that consistent progress is being made on all public records requests.
- Track and monitor the ongoing status and details of public records requests to ensure that staff are responsive in order to complete public records requests within the legally required timeframe.
- Review records provided from program staff for relevancy to each item of a request, sensitive information, consistency, and evaluate the quality of search conducted by staff.
- Prepare records productions by sorting records by relevance and sensitivity and converting records to formats that are accessible by the public.
- Analyze and interpret case law, statutes, and administrative rules for the act of marking potential sensitive information with exemptions for redaction.
- Serve as a conduit between Public Records Unit and program staff to best serve the public and staff in response to public records requests.
- Interpret language of public records requests and collaborate with program staff to determine search terms for agency-wide or program wide email and electronic records search.
WORKING CONDITIONS:
Work Setting, including hazards:
Working environment in a busy office setting. Work may include exposure to sensitive or graphic images of wildlife related to wildlife and field activities.
Schedule:
Typically, Monday – Friday, 8:00 a.m. – 5:00 p.m. May be required to work occasional weekends and evenings, depending on workload. Some overtime may be required on short notice.
Travel Requirements:
May require occasional statewide travel for conferences and trainings.
Customer Interactions:
Frequent interaction with members of the public and with WDFW staff.
QUALIFICATIONS:
Required Qualifications:
Option 1: Associate’s degree AND one (1) year of experience with public records requests or discovery.
Option 2: High school diploma AND two (2) years of experience managing public records requests for a governmental agency.
Option 3: Equivalent education/experience may substitute.
In addition to the options above, all of the following are required:
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Experience:
- Minimum of three (3) years’ experience with search and collection of records within Microsoft software programs, including Word, Excel, PowerPoint, SharePoint, Access, and Outlook.
- Minimum of two (2) years’ experience providing excellent written and oral communication skills, including clear and professional memorandums, emails, letters, and other correspondence to the public, stakeholders, staff, and legal counsel.
- Minimum of two (2) years’ experience maintaining confidentiality working with sensitive and personal information.
- Minimum two (2) years of proven ability to multi-task in a busy work setting to ensure daily job duties are completed and strict deadlines are met.
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Ability to:
- Obtain the Criminal Justice Information Services (CJIS) Level 4 certification per policy.
- Highly organized and has the ability to make quick decisions and provide guidance to staff statewide using expertise in the interpretation of statutes and regulations.
- Review high volumes of documents for possible redactions and records retention without errors using Adobe Pro or equivalent redaction software tools.
- Work effectively with staff, stakeholders, team members, and the public and maintain positive working relationships.
- Solve complex issues/problems, consider different perspectives, analyze the productivity of current process and procedures, and find new, creative ways to accomplish work and achieve successful solutions and results.
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Understanding of:
- Washington State Public Records Act (RCW 42.56).
- Washington State Preservation and Destruction of Public Records (RCW 40.14).
Preferred Qualifications:
In addition to the required qualifications, our ideal applicant will possess some or all the following:
- Associate’s degree and two (2) years of experience with public records requests or discovery OR a high school diploma and three (3) years of experience managing public records requests for a governmental agency OR equivalent education/experience.
- Proven ability to conduct defensible electronic record searches using Boolean search parameters.
- Experience conducting search and collection of records within Microsoft O365 eDiscovery.
- Valid Driver’s License.
Include the following with your application materials:
- A completed online application showcasing how your qualifications align with the job requirements.
- An up-to-date resume.
- At least three professional references with current contact information.
Supplemental Information
In addition to pay and other special employee programs, there are other benefits that WDFW employees may be eligible for. Click the “Benefits” tab at the top of this announcement to learn more.
Important Note:
All new employees must complete an Employment Eligibility Verification Form (I-9 Form) on their first day of work. If hired for this or any position at WDFW, you will be required to provide documentation proving you are eligible to work in the United States. For a list of acceptable documents, please use the following link: https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents
Union- WFSE:
This position is covered by a collective bargaining agreement between the State of Washington, Department of Fish and Wildlife and the Washington Federation of State Employees (WFSE). This recruitment may be used to fill positions in addition to those listed.
Veteran and Military Spouse Preference Notice:
Per RCW 73.16.010 Veterans and qualifying spouses who meet the minimum qualifications of a position are eligible for preference during the initial application review stage. To receive this benefit, please do the following:
- Notify us of your veteran or military spouse status by email at Ashley.Lee@dfw.wa.gov.
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Veterans only – Attach a copy of your DD214 (Member 4 copy), NGB 22 or USDVA signed verification of service letter.
- Please redact any PII (personally identifiable information) data such as social security numbers.
- Subject line must include recruitment number, position, and spouse/veteran (example: 2024-1234 – Biologist 1 – Veteran)
- Include your name as it appears on your application in careers.wa.gov.
Diversity, Equity, and Inclusion Employer
As part of WDFW’s efforts to advance respectful and inclusive work environments, the Agency expects inclusivity as part of our professional interactions and communications. Therefore, we want to ensure that all individuals feel welcome, are treated fairly and respectfully. All staff are empowered to fully contribute to serving their work unit, Agency, and the citizens of Washington.
The Department of Fish and Wildlife 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, disabled and Vietnam era veterans and people of all sexual orientations and gender identities are encouraged to apply.
Request an accommodation: Persons needing accommodation in the application process or this announcement in an alternative format please contact Jayme Chase by phone 360-902-2278 or email Jayme.Chase@dfw.wa.gov, or the Telecommunications Device for the Deaf (TDD) at 800-833-6388.
Technical Difficulties: If you are having technical difficulties creating, accessing, or completing your application, please call NEOGOV toll-free at (855) 524-5627 or support@neogov.com.
Other questions: If you have other questions regarding this position, please reach out to Ashley.Lee@dfw.wa.gov and reference job #2025-06699.