Agency Records Officer

Agency Records Officer

Respect. Professionalism. Integrity. Accountability.

The Washington Utilities and Transportation Commission (UTC) seeks a dynamic, detail-oriented leader to serve as our next Agency Records Officer (Program Specialist 4) within the Records Management section. This is a high-visibility role where you'll shape how the UTC manages, protects, and delivers critical information to the public and decision-makers. You'll take the lead on our case management system and e-Filing Portal, ensure compliance with the Public Records Act and Administrative Procedure Act, and oversee the full lifecycle of commission records. From guiding complex public records requests to coordinating open public meetings, your work will directly support transparency, accountability, and trust in government.

In addition to managing systems and policies, you will lead and develop a skilled records team, fostering a culture of accuracy, collaboration, and continuous improvement. You will serve as the UTC's primary liaison on records compliance, partner with leadership to refine processes, and deliver training that strengthens commission-wide understanding of records management. This is an opportunity for someone who thrives at the intersection of leadership, systems thinking, and public service.

Hybrid: Although this is a hybrid opportunity, the successful incumbent must reside within Washington state and must be available to report to the Lacey, Washington headquarters building five (5) days every other week.

Travel: Local travel, mostly within Thurston County, may be required to attend training.

Our Mission: To protect the people of Washington by ensuring that investor-owned utility and transportation services are safe, equitable, available, reliable, and fairly priced.

Vision: We strive to achieve equitable and fair outcomes for both consumers and regulated companies. We prioritize inclusion and belonging in the workplace.

What We Offer Our Employees:

• UTC fosters an environment of diversity, equity, inclusion and belonging, while striving to hire and retain a workforce from the communities we serve.
• We place importance on a healthy balance between personal and professional lives; offering flexible work schedules, wellness programs, and mobile/telework opportunities.
• Through the state, our employees (and their families) are offered options for medical, dental, vision and basic life insurance.
• We offer enrollment into the state retirement programs and a deferred compensation plan.
• Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.

Some of What You'll Do:

• Manage staff's processing of files and records in commission adjudicative proceedings, including serving orders, notices, and letters, and distributing all incoming pleadings.
• Review staff entries in the case management system to ensure accuracy and compliance.
• Develop and maintain records management policies related to the case management system and e-Filing Portal.
• Oversee all staff activities and training related to managing records inventory, retention, retrieval, and disposition of formal case files and other official records.
• Assist section records coordinators to identify, evaluate, and if appropriate, eliminate or change unique record retention schedules to ensure uniformity and consistency of retention schedules.
• Serve as point of contact with the Secretary of State, Archives Division, ensuring agency compliance with State records policies and procedures.
• Provide supervised staff with timely and meaningful performance evaluations and professional development opportunities.
• Implement regular professional development, training, and team building schedules.
• Ensure supporting documents for each item on the open meeting agenda are posted to SharePoint and distributed as appropriate so that internal and external customers are aware of, and have access to, documents the commission will consider when addressing the items at the open meetings.
• Advise and consult with commission leadership to develop or revise open meeting policies and procedures and implement resulting new processes.
• Assign open meeting and hearing room tasks to records center staff on a rotating basis.
• Independently review, determine extent of distribution to staff, and process moderate to complex public records requests.
• Receive complex requests for public records in compliance with agency policy and procedures and WAC 480-04, Public Access to Information and Records, as well as the Public Records Act.

Required Qualifications:

Experience for both required and desired qualifications can be gained through lived experience, volunteer experience, formal professional employment, or a combination.

A bachelor's degree in business administration, public administration, law, public health, health administration, or a closely allied field.

AND

Three (3) or more years of experience coordinating or administering any of the following:

• Washington State public disclosure laws, rules, and standards.
• HIPAA or regulatory requirements; or Records Management.
• Administering a tracking system or large database.
• Drafting correspondence and other quasi-legal documents.

OR

Five (5) or more years of experience coordinating or administering any of the following:

• Washington State public disclosure laws, rules, and standards.
• HIPAA or regulatory requirements; or Records Management.
• Administering a tracking system or large database.
• Drafting correspondence and other quasi-legal documents.
• Leading or supervising a team.

Diversity Equity and Inclusion (DEI) Competencies (expected of all employees):

• The ability to take action to learn and grow.
• The ability to take action to meet the needs of others.
• EDI Knowledge, Understanding, & Commitment.
• Self-Awareness.
• Cultivating Mutually Beneficial and Trusting Strategic Partnerships.
• Inclusive Excellence & Allyship.

UTC Core Competencies (expected of all employees):

• Accountability
• Measuring Success and Improvement
• Customer Focus
• Results Focus
• Communication Skills
• Adaptability/Flexibility
• Self-Development
• Continuous Process Improvement

Desired Experience, Knowledge, Skills, & Abilities:

A master's degree involving major study in business administration or a closely related field or additional experience in forms and records management.

• Two or more years of experience leading teams. Knowledge and understanding of GovQA.
• Computer software proficiency for the following Microsoft Office products: Intermediate level: Excel, Word, PowerPoint, SharePoint; Intermediate level: Outlook.
• Ability to search and query databases to research requests.
• Familiarity with Open Meetings principles.
• Familiarity with legal terms/civil procedure.

Position Specific Competencies:

• Demonstrated knowledge of archival and records management principles and practices.
• Demonstrated understanding and working knowledge of the Public Records Act.
• Demonstrated understanding and knowledge of the Open Public Meetings Act and Administrative Procedures Act.
• Demonstrated experience with the following computer software:
• MS Excel (or other spreadsheet software) to create, modify, print, and format spreadsheets, find and replace data, and work with basic formulas and functions; use templates, styles, auto-formats, and multiple worksheets; create and manipulate large or complex spreadsheets, use complex mathematical formulas to calculate data, and link worksheets; import data from other sources, filter lists, and create and format charts and graphs.
• Word processing software, such as MS Word, to create, format, edit, preview, print, and save documents; use standard functions to select, edit, copy, paste, format, and spellcheck text.
• Electronic communications and calendar programs, such as MS Outlook, compose, send, and respond to electronic mail, and coordinate schedules and schedule meetings.