Records and Public Disclosure Coordinator (Forms & Records Analyst 3) (In-Training)

Records And Public Disclosure Coordinator (Forms And Records Analyst 3) (In-Training)

Keeping Washington Clean and Evergreen

The Department of Ecology is hiring a Records and Public Disclosure Coordinator (Forms and Records Analyst 3) (In-Training) within the Nuclear Waste Program.

Location:

• Richland Field Office in Richland, WA.
• Upon hire, you must live within a commutable distance from the duty station.

Schedule:

• A minimum of two days per week are required in the office.
• You may telework the other three days of the week, except when additional in-person meetings or activities are required.
• Schedules are dependent upon position needs and are subject to change.

Application Timeline:

• Apply by October 7, 2026
• Applications submitted after the date above may not be reviewed unless additional qualified applicants are needed.

Duties

As the Records and Public Disclosure Coordinator for the Nuclear Waste Program, you'll help ensure the program's records are well-organized, accurate, and easy for staff to access. You'll work closely with teams across the Richland Field Office to guide staff on how to properly identify and store records and follow retention schedules for the records they create. You'll also coordinate public disclosure requests, helping the public access information while ensuring the agency follows legal requirements.

This position offers direct experience with records systems, electronic content management tools, and real-world regulatory work. You'll work with environmental permitting and compliance documentation, support litigation hold and discovery efforts, and help strengthen records workflows. It's an excellent opportunity to grow your expertise in records management, public disclosure, and information governance within Washington State government.

What you will do:

• Organize and maintain program records throughout their full lifecycle, reducing unnecessary copies to improve efficiency and support environmental staff.
• Ensure records are properly managed and accessible so staff and managers have the information they need to make timely, informed decisions.
• Create, label, audit, and reconcile files in the Central Files database, removing duplicates and ensuring proper organization.
• Maintain and improve the Central Files database, including updating entries, correcting site names, and making format or function changes as needs evolve.
• Manage the transfer of records on a regular basis to the State Records Center and dispose of paper and electronic records according to retention schedules, laws, and agency policies.
• Support staff during onboarding and offboarding by reviewing and incorporating their records into the established filing system.
• Use Electronic Content Management (ECM) software, such as Laserfiche, to manage and store program records.
• Review, track, and process public disclosure requests, including locating records, redacting exempt information, and ensuring responses meet legal requirements.
• Assist with litigation holds and discovery efforts by identifying and retrieving records needed for legal or regulatory actions.

Qualifications

This position offers an in-training plan and may be filled at the Forms & Records Analyst (FRA) 2 or 3 level, depending on your qualifications. If you qualify at the FRA2 level and are hired, you will progress through an in-training plan to become an FRA3 within a specified time period.

For detailed information on how we calculate experience and responses to other frequently asked questions, please visit our Recruitment website.

Required Qualifications:

At the Forms & Records Analyst 2 level (In-Training)

Pay Range 42, $3,827 - $5,111 monthly

Three (3) years of experience and/or education related to the duties of the position, which must include the following:

• Records Management Ability to manage records throughout their lifecycle to maintain compliance and ensure usability, including ability to use electronic records and database tools to organize, track, and retrieve information.
• Retention & Governance Ability to apply retention schedules and policies to properly organize, preserve, or dispose of records.
• Records Research & Analysis Ability to look through files and electronic information to find what's needed and keep records organized.
• Electronic Records Search Ability to search electronic systems (Laserfiche, shared drives, Outlook email, program databases) to find routine agency records.
• Database Filing & Cross-Referencing Ability to enter information into records databases to make sure records are filed correctly and not duplicated.
• Problem Solving Ability to identify routine issues with records, databases, or filing processes and use guidance, established procedures, and available resources to resolve them so daily work continues smoothly and accurately.

Education: college-level coursework

Examples of how to qualify:

• 3 years of experience.
• 2 years of experience AND 30-59 semester or 45-89 quarter college credits.
• 1 year of experience AND 60-89 semester or 90-134 quarter college credits (Associate's degree).
• 90-119 semester or 135-179 quarter college credits or higher.

At the Forms & Records Analyst 3 level (Goal Class)

Pay Range 47, $4,300 - $5,779 monthly

Six (6) years of experience and/or education related to the duties of the position, which must include the following:

• Records Management Ability to independently manage records throughout their lifecycle by organizing, categorizing, retrieving, securing, and disposing of complex paper and electronic records to maintain.
• Retention & Governance Ability to independently apply retention schedules, laws, and agency policies to organize, preserve, or dispose of records so the program stays fully compliant, and records remain accessible, protected, and legally managed throughout their lifecycle.
• Policy & Legal Application Ability to apply agency policies and state laws to ensure all records and disclosure work is fully compliant.
• Training & Guidance Ability to explain procedures, advise staff and managers to promote consistent records and forms practices.
• Electronic Records Search Ability to use advanced search methods across Laserfiche, program databases, shared drives, Outlook email, and other systems to find records for complex tasks.
• Critical Thinking & Problem Solving Ability to analyze complex records situations, system inconsistencies, and process gaps, and develop practical solutions or recommendations to ensure records are accurate, accessible, compliant, and support program decision-making.

Education: college-level coursework

Examples of how to qualify:

• 6 years of experience.
• 5 years of experience AND 30-59 semester or 45-89 quarter college credits.
• 4 years of experience AND 60-89 semester or 90-134 quarter college credits (Associate's degree).
• 3 years of experience AND 90-119 semester or 135-179 quarter college credits.
• 2 years of experience AND a Bachelor's degree or higher.

Special Requirements/Conditions of Employment:

• Must meet U.S. Department of Energy requirements to obtain and maintain a badge for access to the Hanford Site Security Clearance badge.

Desired Qualifications:

• Software & Technology Proficiency Ability to use advanced features in Microsoft Office Suite and related applications (Outlook, Word, Access, SharePoint, Adobe, Laserfiche, ECM tools, and program databases) to organize, track, analyze, and deliver complex records efficiently and accurately.
• Communication Ability to communicate clearly and professionally, both verbally and in writing, to explain complex records or disclosure issues to non-technical customers and collaborate effectively with technical staff.
• Records Knowledge Ability to apply knowledge of public disclosure requirements, records management standards, and retention schedules to ensure records are compliant, accessible, and properly maintained throughout their lifecycle.