Records Officer – Office Services (10684) job vacancy in State of Washington Dept. of Commerce (Thurston County, WA)

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Company name : State of Washington Dept. of Commerce
Location : Thurston County, WA
Position : Records Officer – Office Services (10684)

Description :
Description

Apply Early! First review of applications begins 8/5/2022. At the Department of Commerce (Commerce), we are creative, collaborative, and trusted. We identify opportunities to deliver critical funding and services to strengthen communities, we cultivate an environment in which we continuously learn, and we own our work. Commerce works with local governments, businesses, community-based organizations and Tribes to strengthen communities. Commerce’s diverse portfolio of more than 150 programs and effective public and private partnerships promote sustainable community and economic development to help all Washingtonians thrive. The Records Officer is responsible for overseeing all agency records, which includes all aspects of records management, both physical and electronic. This work is carried out through the core processes of leveraging technology to ensure our electronic public records are stored in a way that’s easy to access, identify when it should be archived/destroyed and revisions are controlled; communicating effectively by managing agency-wide communications and trainings to ensure employees are aware of their requirements and processes to retain, archive, destroy or provide public records for disclosure; and proactively managing risk by continually assessing the risk of not following the appropriate laws and rules and putting policies, procedures and trainings in place to mitigate those risks. By carrying out their records management work through the above core processes, this position helps move the needle on the Employer of Choice agency outcome measure. Assisting employees with managing their records empowers them to do their best work in an organized efficient environment.

Duties

The Records Officer contributes to the key goal of Engaging Communities. Providing timely and complete public records requests ensures our citizens and customers can be engaged in our work and builds an environment of trust. The following are some of the duties performed in this role. Serve as Records Officer for agency and represent agency in all contacts with the records committee and the division of archives and records management

Approve all records inventory and destruction requests which are submitted to the state records committee.
Review inventory, or manage the inventory of all public records at least once during a biennium for disposition scheduling and transfer action in accordance with procedures prescribed by the state archivist and state records committee. (chapter 40.10 RCW)
Analyze records inventory data, examine and compare division/program inventories for duplication of records.
Review established records retention schedules at least annually to insure that they are complete and current.
Consult personnel responsible for maintenance of specific records within their division/program regarding records retention and transfer recommendations.
Annually inventory, or manage the inventory of all essential records in accordance with chapter 40.10 RCW.
Participate in the agency disaster preparedness plan as it relates to records protection and recovery in accord with guidelines provided by the state archivists.

Coordinate agency records management program

Lead records management meetings with division coordinators.
Provide training on records management practices to current and new division coordinators.
Develop and maintain a records coordinator toolkit consisting of all forms, guides, best practices and contact lists. Review quarterly for updates.
Distribute, approve and record monthly State Records Center disposition reports for paper records stored at the SRC eligible for destruction to division coordinators.
Approve division requested transmittals for boxes of paper records to be sent to the State Records Center for storage.

Conduct business analysis, technical data analysis, fiscal analysis and synthesize disparate and complex data into reports, dashboards, and forecasts for executive management and project teams for Operation Division projects.

Perform analysis and develop reports for policy, Lean process and project outcomes and ongoing operations tracking.
Identify and research problem areas and provide management with concise reports and recommended course of action.
Developing or assisting with project plans, setting and maintaining or assisting with project schedules, overseeing/assisting with multiple concurrent projects.

Assist policy manager in the development, implementation and scheduling of internal agency policies

Assist policy team in planning, leading, organizing and creating agency policies.
Perform written assignments in creation of executive summaries for agency policies.
Develop the process to convert current agency policies to the Peabody format.
Prioritizing, with stakeholder feedback, the order in which conversion takes place.
Identifying the key components that will need modification (both content and style) in order to fit into the new format and retain the policy intent.

Qualifications

Required Qualifications:

Bachelor’s degree in business administration, public administration, law, public health, health administration or a related field, and
Two (2) years’ experience conducting research and analyzing policies, laws rules or regulations, and working with records management.
Comparable combination of education and experience may qualify.
Impeccable attention to detail and proofreading skills
Effectively work with diverse stakeholders including the general public, businesses, community organizations, legislators, and Governor’s Office.
Develops working relationships.
Think strategically and creatively to find win-win solutions.
Reliability and good work attendance record is a must.

Preferred/Desired Qualifications:

Ability to develop good working relationships with internal staff.
High degree of independence, leadership and ability to interact with all levels of internal staff and external stakeholders.
Project management experience.

Supplemental Information

To be considered for this position the following are needed:

A complete and detailed online application
A Cover letter (enter online);
At least three (3) professional references (enter online).
The initial screening will be solely based on the contents and completeness of your application. All information may be verified and documentation may be required. For questions about this recruitment, please contact Jose Dominguez at
360-810-0182 or jose.dominguez@commerce.wa.gov.

Work Location is in Olympia, WA

This position is located in Olympia, Washington. You will work with your supervisor to identify an appropriate work schedule and balance. However,
it is anticipated that interviews for this position will be held using virtual videoconferencing.

Important Notice
Per Governor Inslee’s Proclamation 21-14 (Download PDF reader) , state employees must be fully vaccinated prior to your first day of employment. Your vaccine status will be verified prior to an offer of employment. Please reach out to Human Resources Specialist Jimmie Wimberly at jimmie.wimberly@commerce.wa.gov if you need information on medical or religious accommodation.

Additional Information:

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 call Human Resources at (360) 725-2650. 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.

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