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Enterprise Records Specialist

Company: Washington State
Location: Olympia
Posted on: March 26, 2020

Job Description:

DescriptionGENERAL SERVICEJOB ANNOUNCEMENTProgram Specialist 3 Enterprise Records Specialist$49,932-$65,592 annuallyCloses March 22,2020The Washington State Office of Superintendent of Public Instruction (OSPI) seeks an Enterprise Records Specialist to join the OSPI team. This full-time position is based in Olympia, Washington. We encourage interested candidates to visit the OSPI website to gain insight into our agency's mission and strategic plan.Vision & MissionVision: All students prepared for post-secondary pathways, careers, and civic engagement.Mission: Transform K-12 education to a system that is centered on closing opportunity gaps and is characterized by high expectations for all students and educators. We achieve this by developing equity-based policies and supports that empower educators, families, and communities.EquityThe Office of Superintendent of Public Instruction is an equal opportunity employer. We strive to create an inclusive working environment that respects diverse backgrounds. Individuals from diverse gender, racial and ethnic backgrounds, religions and creeds, and national origins, individuals with any disabilities or the use of a trained service dog or service animal, individuals over 40 years of age, individuals in honorably discharged veteran or military status and individuals of all sexual orientations and gender identities are encouraged to apply. Please include your name and preferred pronouns in your application, to ensure that we address you appropriately throughout the application process.Position OverviewThis position oversees public records and litigation discovery affecting OSPI. This position implements the agency's litigation hold policy, as well as manages and provides technical assistance regarding complex enterprise-wide records requests. This position develops and implements an enterprise records and information management system. In addition, this position fulfills new state public records compliance reporting requirements, and generally advises the agency on records management quality control and compliance auditing.Key ResponsibilitiesDiscovery

  • Collaborate and coordinate, both internally and with the Attorney General's Office (AGO), to support discovery in litigation matters.
  • Prepare and issue litigation holds, collect records relevant to litigation and provide input to the AGO regarding litigation discovery matters.Public Records
    • Oversee, track, route and verify fulfillment of public records requests.
    • Provide customer service to the public. Respond to inquiries concerning the availability of public records, requesting records, etc.
    • Consult with and provide expertise and guidance to agency staff and management on Public Records Act compliance.Records and Information Management
      • Assist in the development and implementation of processes for monitoring and measuring compliance with established and new Records and Information Management (RIM) policies regarding the production, management and disposition of agency records.
      • Ensure that records management practices align with policies regarding the Preservation and Destruction of Public Records (RCW 40.14) and the Preservation of Electronic Public Records (WAC 434-662).
      • Supervise the collection and dissemination of records responsive to interagency requests, which includes notices of appeals provided to the Office of Administrative Hearings pertaining to administrative adjudications.Performance Management and Quality Control
        • Measure performance and provide statistical reporting regarding public records disclosure.
        • Analyze data to seek standardization in current workflow processes, and to gain efficiency within current filing systems.
        • Coordinate project teams, and function as a specialist engaged in support of improving enterprise records management functions.
        • Consult with management personnel, identify and analyze records systems problems, and propose solutions to meet program and system requirements.Lead - This position has lead responsibilities working within a team. A position assigned Lead responsibilities may do the following:
          • Assist in training and mentoring new staff.
          • Provide mid-level support and direction to a team.
          • Serve as a guide to answer questions, offer insight and organize responsibilities.
          • Foster innovation and process improvement. Encourage staff to raise issues of inefficiency and waste in their areas of responsibility and empower them to exercise continuous improvements.
          • Ensuring staff are well informed and connected with agency mission, vision, value and goals.Required Qualifications:
            • Bachelor's degree and two years of experience including planning, policy analysis, coordination and consultation with a variety of public and private agencies, organizations, and/or levels of government; or alternative education and experience may be considered with one year of experience in public records or records management, or litigation discovery process; OR
            • Six years of experience including planning, policy analysis, coordination and consultation with a variety of public and private agencies, organization, and/or levels of government.
            • Experience coordinating workflows and other administrative activities within all organizational levels.
            • Ability to maintain the highest degree of confidentiality, along with accuracy and attention to detail, without losing sight of the big picture.Desired Qualifications:
              • Ability to plan, organize and manage multiple responsibilities and meet deadlines.
              • Ability to properly identify, collect and document data and information for assessment and analysis. Familiarity with records management principles and practices.
              • Ability to work independently with minimal supervision, and exercise good independent judgment.
              • Experience providing exceptional customer service over the phone and through e-mail.
              • Detail oriented, the ability to follow directions and the ability to meet deadlines.
              • Public Records or records management experience within state government.CompensationThe annual compensation for the position is $49,932-$65,592 per year and depends upon experience, educational background and qualifications. Washington State offers a generous benefit package including health, dental and life insurance, retirement and an optional deferred compensation program. Please visit Health Care Authority for information regarding health benefits and the Department of Retirement Systemsfor retirement plan information. This is a general service position. This position is not represented by a bargaining unit. If applicable, OSPI reserves the right to fill multiple vacancies in the same job classification with this recruitment.Application ProcessThose interested in this position must apply through Careers.wa.gov. Applications must include the following documents in MS Word and PDF format only:
                • A letter of interest specifically addressing the qualifications listed in this announcement;
                • A current resume, and;
                • A list of three or more professional references.Please address any questions to:Theresa Ellsworth, Human ResourcesOffice of Superintendent of Public Instruction600 Washington Street SoutheastOlympia, Washington 98504-7200(360) 725-6066;Theresa.Ellsworth@k12.wa.usPersons needing accommodation in the application process or this announcement in an alternative format may contact the Human Resources Office at (360) 725-6270 or (360) 725-6066, or e-mail hroffice@k12.wa.us.New Jobs Alert ServiceOSPI offers a subscription service, which regularly notifies subscribers of new OSPI employment opportunities on careers.wa.gov. Subscribers are notified via text or email alert. If you are interested in this service, then please subscribe at this location.OSPI is an equal opportunity employer and encourages applications from job seekers who will contribute to our diversity. OSPI provides equal access to all programs and services without discrimination based on sex, race, creed, religion, color, national origin, age, honorably discharged veteran or military status, sexual orientation including gender expression or identity, the presence of any sensory, mental, or physical disability, or the use of a trained dog guide or service animal by a person with a disability. Persons needing accommodation in the application process or this announcement in an alternative format may contact the human resource consultant listed in "Application Process."Salary: $49,932.00 - $65,592.00 AnnuallyLocation: Thurston County Olympia, WAJob Type: Full Time - PermanentDepartment: Office of Superintendent of Public InstructionJob Number: 2020-02506Closing: 3/22/2020 11:59 PM PacificAgency: State of WashingtonAddress: View Job Posting for Agency Information View Job Posting for Location, Washington, 98504Phone: View Posting for Agency ContactWebsite: http://www.careers.wa.gov

Keywords: Washington State, Vancouver , Enterprise Records Specialist, Other , Olympia, Washington

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