DSHS DVR Forms and Records Analyst 3

About the role

As a Forms and Records Analyst 3, you will coordinate complex records requests, legal discovery, records retention, and information-management activities across the Division of Vocational Rehabilitation (DVR). The Division of Vocational Rehabilitation (DVR) provides individualized employment services, counseling, and supports to people with disabilities to enable greater independence and empowerment through employment. In accordance with the federal Rehabilitation Act of 1973, as amended, DVR must maintain a unique and special status within larger state agencies. In accordance with this unique status, this position serves in a Lead position in charge of formulating procedures and conducting records management and privacy coordination activities as part of the Public Records Unit (PRU) in order to mitigate potential risk. You have delegated division-wide decision-making authority, analyzes, administers, oversees, and directs all program activities as it relates to public records and legal discovery. Acts as the DVR PRU lead public records to DVR field staff to triage issues related to public records processes and procedures.

The Department of Social and Health Services’ (DSHS) vision that people find human services to shape their own lives requires that we come together with a sense of belonging, common purpose, shared values, and meaningful work. It is crucial to our agency’s vision that you bring a fairness, access, and social justice commitment to your work with DSHS. We strive to support all Washingtonians, including Black, Indigenous, and People of Color, people with physical, behavioral health, and intellectual disabilities, elders, LGBTQIA+ individuals, immigrants and refugees, and families building financial security.

Responsibilities

• Coordinate complex public records requests under Washington's Public Records Act (RCW 42.56).
• Interpret and practice the federal and state rules and policies that apply to the protection, use, and release of personal information as cited in the Rehabilitation Act of 1978 and the Code of Federal Regulations part 361.38.
• Provide division-wide guidance and information to staff and to the public.
• Assists DVR staff in identifying records responsive to the request, identifies, and redacts information exempt from disclosure, provides records to the requestor, and retains records related to the requests in accordance with records retention requirements.
• Searches, compiles, organizes, and scans responsive records for public disclosure, and other records requests.
• Review validity of authorizations; monitor responses to exercise client privacy rights.
• Use identified DSHS software in support of the search and provision of public records.
• Implement and coordinate the divisions public records program to ensure compliance.
• Identify records requests problems and recommend practical solutions.
• Assess training needs related to public records management.
• As the DVR designated lead public records coordinator, serves as the primary link with the DSHS public records officer and coordinators for other parts of DSHS.
• Designated subject matter expert in preparing and handling the issues related to litigation holds, issuing litigation holds to the appropriate staff, collecting records relevant to litigation, and providing input and records to the Attorney General’s Office (AGO).

Requirements

Professionals with: Bachelor’s degree and two years of experience in forms and/or records management, OR High school diploma or equivalent and six years of experience in forms and/or records management. Equivalent education/experience will substitute year for year.