Agency Records Officer (Management Analyst 5)

Keeping Washington Clean and Evergreen

The Administrative Services Division within the Department of Ecology is looking to fill the Agency Records Officer (Management Analyst 5) position. This position is located in our Headquarters Office in Lacey, WA. Upon hire, you must live within a commutable distance from the duty station.
 

Take the lead in managing the records and information including vital natural resource data for an informed public and future generations of ecology staff.  Your experience and passion for the work will lead to better decision-making and transparent, accountable government. In this role, you will leverage your creativity and innovation to discover and develop new and evolving methods to manage and train staff how to keep records for their entire lifecycle. Proper management of scientific data and records will enable Ecology to fulfill the mission of clean air, land, and water.
 
In this role, you will be able to develop new skills and boost your professional portfolio in a field that is growing exponentially with the growth of siloed cloud data services and disconnected information. You will create and manage communication bridges between the public, executive staff, and our program records staff so that public record searches are timely, accurate, and compliant. You will also work closely with a new enterprise content management (ECM) team to help design and construct environments conducive to simple workflow and proper retention. Enjoy a modern work environment with an innovative and motivated team, focused on accountability, trust, integrity, and customer satisfaction.

The mission of Administrative Services Division is to provide quality customer service and asset management to meet the agency’s current and future business needs. The Information Governance unit mission is to administer records and information practices to mitigate risk, promote transparency, and provide excellent customer service to the public and our staff. The unit contributes to the agency’s mission by helping Ecology employees manage and retrieve documents and information needed to carry out Ecology’s mission and goals. Through effective management this position supports Ecology’s mission of protecting, preserving, and enhancing the air, land, and water for the benefit of current and future generations.

Tele-work options for this position: This position will have flexibility of a hybrid schedule, empowering work from home and office, providing less time in traffic and shrinking your carbon footprint. After the first two months, you will be able to work up to 80% of your time in an approved remote work location. Applicants with questions about position location options, tele-work, and flexible or compressed schedules are encouraged to reach out to the contact person listed below in “other information.” Schedules are dependent upon position needs and are subject to change.

Application Timeline: This position will remain open until filled; we will review applications on May 6, 2024. In order to be considered, please submit an application on or before May 5, 2024. If your application isn't received by this date, it may not be considered. The agency reserves the right to make a Hire any time after the initial screening date. 

Please Note: We will review all applications received before the date above. Additional reviews after this date typically only occur if we have a small applicant pool, or if a successful Hire was not made.

Ecology employees may be eligible for the following:
Medical/Dental/Vision for employee & dependent(s), Public Employees Retirement System (PERS), Vacation, Sick, and other Leave*, 11 Paid Holidays per year*, Public Service Loan Forgiveness, Tuition Waiver,  Long Term Disability & Life Insurance, Deferred Compensation Programs, Dependent Care Assistance Program (DCAP),  Flexible Spending Arrangement (FSA), Employee Assistance Program, Commute Trip Reduction Incentives (Download PDF reader), Combined Fund Drive, SmartHealth *Click here for more information 
 

About the Department of Ecology

Protecting Washington State's environment for current and future generations is what we do every day at Ecology. We are a culture that is invested in making a difference. Join a team that is highly effective and collaborative, with leadership that embraces the value of people. To learn more, check out our Strategic Plan. 

 

Ecology cares deeply about employee wellness; we go beyond traditional benefits, proudly offering:

• A healthy life/work balance by offering flexible schedules and telework options for most positions.
• An Infants at Work Program that is based on the long-term health values of infant-parent bonding and breastfeeding newborns.
• Continuous growth and development opportunities.
• Opportunities to serve your community and make an impact through meaningful work.

Our commitment to DEIR
Diversity, equity, inclusion, and respect (DEIR) are core values central to Ecology’s work. We strive to be a workplace where we are esteemed for sharing our authentic identities, while advancing our individual professional goals and collaborating to protect, preserve, and enhance the environment for current and future generations.

Diversity: We celebrate and appreciate diversity; our unique perspectives and abilities enrich us all and lead to innovative approaches and solutions.

Equity: We champion equity, recognizing that each of us need different things to thrive.

Inclusion: We intentionally create and hold space so that we all have meaningful opportunities to participate and contribute to Ecology’s work.

Respect: We treat each other with respect and dignity, acknowledging the inherent worth of our diverse perspectives and lived experiences, even in times of uncertainty and disagreement.

 
We believe that DEIR is both a goal and an action. We are on a journey, honoring our shared humanity and taking steps to demonstrate our commitment to a vision where each of us is heard, seen, and valued. 

Duties

What makes this role unique?

This is a unique position designated by statute designed to address record retention requirements and governance “by design” principles. You will work closely with Information Governance teammates, and program staff who often manage sensitive records with long term lifecycle needs.  The best candidate for this position will be detail-oriented, creative, professional, and have excellent communication skills.

What you'll do: 

 

• Supervise and coordinate records and library staff including publications, agency forms, disposition reports, and training materials.
• Coordinate uniform standards and practices for records management, routinely advise on proper use of tools and applications for defensible and proactive records practices.
• Lead, guide, and consult workflow methods for staff offboarding of voluminous records in Microsoft 365 environment.
• Co-design training efforts in coordination with new Cloud Records Trainer.
• Consult with program and regional office Records and Information (RIM) coordinators regarding document preservation, retention, storage location, audit methods and tracking.
• Use long term strategic planning with Information Governance for electronic record management of records.
• Audit and verify staff compliance with record retention requirements.
• Identify key metrics for reporting efforts focused on retention of records in M365 environment and other locations.
• Work in coordination with the agency Public Disclosure Officer to provide regular reports and updates to program and region leadership.
• Serve the State of Washington with public transparency, and promote the critical mission of clean air, land, and water.

Qualifications

Required Qualifications:

Years of required experience indicated below are full-time equivalent years. Full-time equivalent experience means that any experience where working hours were less than 40 hours per week will be prorated in order to meet the equivalency of full-time. We would calculate this by looking at the total hours worked per week, divide this by 40, and then multiply by the total number of months worked. Examples of the proration calculations are:


 

• 30 hours worked per week for 20 months: (30/40) x 20 months = 15 months full-time equivalent
• 20 hours worked per week for 12 months: (20/40) x 12 months = 6 months full-time equivalent

Experience for both required and desired qualifications can be gained through various combinations of formal professional employment, education, and volunteer experience. See below for how you may qualify.
 

A total of Nine (9) years of experience and/or education as described below:

Professional level Experience in two or more of the following areas: 

• Conducting research
• Analyzing policies, laws, rule, or regulations
• Conducting business analysis and developing requirements 
• Leading business policy development
• Supervision

Education: involving a major study in archives and records management, public or business administration, law, or related field.

 

See chart below for a list of ways to qualify for this position:  

Possible Combinations

College credit hours or degree

Years of required experience - as listed above

Combination 1

No college credit hours or degree

9 years of experience

Combination 2

30-59 semester or 45-89 quarter credits.

8 years of experience

Combination 3

60-89 semester or 90-134 quarter credits (AA degree).

7 years of experience

Combination 4

90-119 semester or 135-179 quarter credits.

6 years of experience

Combination 5 

A Bachelor's Degree

5 years of experience

Combination 6 

A Master's Degree

3 years of experience

Desired Qualifications:

We highly encourage you to apply even if you do not have the desired certification below.

Certification as Records Manager, Information Professional, or similar credential through   ICRM or other recognized governing body.
 
Note: Having the desired certification may make your application more competitive in a highly competitive applicant pool.

Supplemental Information

Ecology seeks diverse applicants: We view diversity, equity, inclusion, and respect through a broad lens including race, ethnicity, class, age, religion, sexual orientation, gender identity, immigration status, military background, language, education, life experience, physical disability, neurodiversity, and intersectional identities. Qualified candidates from all backgrounds are encouraged to apply.


Need an Accommodation in the application and/or screening process or this job announcement in an alternative format?

 

• Please call: (360) 407-6186 or email: careers@ecy.wa.gov and we will be happy to assist.
• If you are deaf or hard of hearing you can reach the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.
• If you need assistance applying for this job, please e-mail careers@ecy.wa.gov. Please do not send an email to this address to follow-up the status of your application. You can view the latest status of your application on your profile's main page.
• If you are reading this announcement in print format, please enter the following URL to your search engine to apply: https://ecology.wa.gov/About-us/Get-to-know-us/Jobs-at-Ecology.  

Application Instructions:

It's in the applicant's best interest to submit all of the documents listed below. Applications without these documents may be declined.

 

• A cover letter describing why you are interested in this position.
• A resume outlining your experience and education (if applicable) as it relates to the minimum qualifications of this position.
• Three professional references.

Please do NOT include your salary history. Wage/salary depends on qualifications or rules of promotion, if applicable.  
 
For Your Privacy:
When attaching documents to your application (Resume, Cover Letter, Transcripts, DD-214, etc.):

 

• Please be sure to remove private information such as your social security number, date of birth, etc.
• Do not attach documents that are password protected, as these documents may not be reviewed and may cause errors within your application when downloaded.

Additional Application Instructions for Current Ecology Employees: 
 
Please make sure to answer the agency-wide questions regarding permanent status as a classified employee within the Washington General Service or Washington Management Service. Do not forget to select Department of Ecology as a response to question 2, and type your personnel ID number for question 3. If you are not sure of your status or do not know your personnel ID number, please contact Human Resources.

Application Attestation: 

The act of submitting application materials electronically is considered affirmation that the information is complete and truthful. The state may verify this information and any untruthful or misleading answers are cause for rejection of your application or dismissal if employed. 

Other Information:

If you have specific questions about the position, please email William Falling at: bfal461@ecy.wa.gov. Please do not contact William to inquire about the status of your application.
 
To request the full position description: email careers@ecy.wa.gov

Why work for Ecology?

As an agency, our mission is to protect, preserve and enhance Washington's environment for current and future generations. We invest in our employees to create and sustain a working environment that encourages creative leadership, effective resource management, teamwork, professionalism and accountability.

Joining Ecology means becoming a part of a team committed to protecting and restoring Washington State's environment. A career in public service allows you to help solve some of the most challenging problems facing our state, while keeping your health and financial security a priority. We combine one of the most competitive benefits packages in the nation with a strong commitment to life/work balance.

To learn more about The Department of Ecology, please visit our website at www.ecology.wa.gov and follow, like or visit us on LinkedIn, Twitter, Facebook, Instagram or our blog.

Equal Opportunity Employer: The Washington State Department of Ecology 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, military spouses 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 process or this job announcement in an alternative format may call (360) 407-6186. Applicants who are deaf or hard of hearing may call the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.

Note: This recruitment may be used to fill other positions of the same job classification across the agency.