Form and Records Analyst 2 - (FRA2) - Tumwater

The Department of Children, Youth, and Families (DCYF) was created to be a comprehensive agency exclusively dedicated to the social, emotional, and physical well-being of children, youth, and families regardless of race, ethnicity, sexual orientation, or other socioeconomic factors. We believe our workforce should reflect the communities we serve and are actively searching for candidates that reflect that diversity.
 
We're looking for a Forms and Records Analyst 2 to join our Risk and Records Management team.  Our vision is that "All Washington's children and youth grow up safe and healthy-thriving physically, emotionally, and educationally, nurtured by family and community."
 
The Opportunity:
We are seeking highly organized and experienced records professionals that thrive under strict timelines, and are experts at searching and ensuring the accuracy of and producing records that exist in systems in response to records requests. As a Forms and Records Analyst 2, you can expect to coordinate the imaging of client and administrative records into the agency’s electronic records storage system.
 
As an analyst in DCYF's records management systems and business processes, you will work with limited supervision and provide technical expertise and exemption of confidential information and records. Within this role, you will use strategies to ensure thorough searches of all needed information in completed within accordance with policy and practice.
 
Within the Risk and Records Management unit, you can expect to:
 

• Documenting the request into the Agency Records Request Tracking System (ARRTS) and or regional tracking system for tasks to be performed.
• Review the request and determine the scope of the request and the potential holders of the information and record sets.
• Clarify with the requester, either verbally or in writing, if it is unclear, vague, does not identify records, or is not clear on the date range.
• Send a written response to the requester within 5 days of the agency receiving it and acknowledge the request, estimate the time when the records will be provided, and if necessary, clarify the request.
• Research ARRTS and Application eXtender (AX) to determine if DCYF has previously created Discovery Files associated with the request.
• Prevent fiscal sanctions to the Department by responding in a timely and accurate manner to all regional Discovery requests from Social Service Specialists, the Attorney General's Office, and the Courts.
• Provide training and technical assistance to regional staff regarding Discovery Laws. Procedures and Policies
• Assists in the transmittal, migration, reformatting, and disposition of records. May be responsible for e-filing of reports at the request of the court.
• Search and Collect Records - Search and collect all records to ensure all requested information and records requested in CA's possession are collected in an unredacted and unaltered state, including Social Service specialists, Case Managers, Program Managers. supervisors and managers electronic files, FamLink, and MODIS. Provides clerical and technical support to higher-level records management staff.
• Provides consultation to all DCYF offices on preparing records for imaging.
• Conducts quality assurance as records are processed for imaging.
• Model the importance of maintaining a highly organized and accurate record management system.

 
To qualify for this position, you must have:
 
A Bachelor's degree in business administration, accounting, industrial engineering, social services, paralegal, or a related field, AND two (2) years of experience with forms and/or records management, public disclosure, clerical duties associated with records management or customer service. 
OR 
An Associate of Arts degree in business administration, accounting, industrial engineering, social services, paralegal or a related field, AND  Two (2) years of experience with forms and/or records management, public disclosure, clerical duties associated with records management or customer service.
OR 
A high school diploma, or equivalent, AND Four  (4) years of experience with forms and/or records management, clerical duties associated with records management, public disclosure, paralegal, or customer service.
 
NOTE: Employees must successfully complete the formal training course sponsored by the division within one year of their appointment.
 
In addition to those required qualifications, our ideal applicant will also have some or all of the following:

• Experience with the Public Records Act and /or Discovery processes. Working knowledge of DCYF policies, procedures, rules, and regulations
• Working knowledge of DCYF policies, procedures, rules, and regulations
• Advanced level of skill utilizing Microsoft Office Suite (Word, Excel, and Outlook).
• Demonstrated ability for attention to detail and good organization skills.
• Ability to interact professionally with internal and/or external customers.
• Ability to work in a high volume, diverse, and stressful environment.
• Strong organizational and time management skills

 
 
How do I apply? 
Complete your applicant profile and attach the following documents:

• Letter of interest describing how you meet the specific qualifications for this position 
• Current resume detailing experience and education

 
To take advantage of the  Veteran's preference please attach your DD-214, member 4 long-form, or your NGB-22.   Please black out your social security number prior to attaching.
 
 Supplemental Information:
 **Per Governor Inslee's Proclamation 21-14 (Download PDF reader) state employees must be fully vaccinated against COVID-19. Please note that any offer of employment is contingent upon you providing verification of your vaccine status, having an approved medical accommodation, or having an approved religious accommodation. No start date will be approved until you have either verified your vaccine status or have an approved accommodation**

This position is covered by a collective bargaining agreement. 

This recruitment may be used to fill multiple vacancies.
 
The initial screening will be based on the content and completeness of your application and the materials submitted. All information may be verified and documentation may be required. Applications with comments such as "see attachments" or "N/A" in the supplemental question responses will be considered incomplete.
 
DCYF is an equal opportunity employer and supports equity, diversity, inclusion and respect.
 
Need accommodation throughout the application/interview process? Unable to apply online? Contact the Recruitment team at dcyf.jobs@dcyf.wa.gov or (360) 280-3705 or the Telecommunications Device for the Deaf at 800-833-6388
 
Experiencing technical difficulties creating, accessing or completing your application? Call NEOGOV toll-free at (855) 524-5627 or email support@neogov.com.
 
 General suggestions for creating a good application packet:

• Read the job posting very carefully. Find out as much as you can about the position. 
• Make sure you are very diligent in following all the application instructions.  Include all requested documentation. 
• Make sure your application and supplemental question responses address how you meet each of the required and desired qualifications. 
• Carefully read each of the supplemental questions and respond completely to each one.  Pay careful attention to each component of the question, providing examples, and thoroughly describing when and where you achieved the proficiency level, and detail the types of work you performed, the work products, etc., to demonstrate 'how'. 
• Specifically include all of your work experiences doing the same or similar work, especially if you reference work in these jobs in describing when/where you gained proficiency level skills. 
• Make sure your application reflects your best writing.

 
Prior to a new hire, a background check including criminal history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.
 


 
2022-15250

Salary : $3,401 - $4,425