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27 Jun 2022

Full-Time Forms & Records Analyst 3 (Two Positions)

wslcbjobs@lcb.wa.gov – Posted by wslcbjobs@lcb.wa.gov Olympia, Washington, United States

Job Description

Forms & Records Analyst 3 (Two Positions) description image

WSLCB Vision
Safe communities for Washington State.

Mission
Promote public safety and trust through fair administration, education and enforcement of liquor, tobacco, cannabis and vapor laws.

This recruitment is open until filled. First review of applications will be July 12, 2022. The hiring authority reserves the right and may exercise the option to make a hiring decision at any time. We encourage all to apply as early as possible.

 

This position is currently eligible to telework. This may change as per business needs.

 

Who we are

The mission of the Washington State Liquor and Cannabis Board (WSLCB) is to promote public safety and trust through fair administration, education and enforcement of liquor, cannabis, tobacco, and vapor laws. At the WSLCB we pride ourselves on creating the “wow” factor in everything we do. We search for people who demonstrate a strong work ethic, excellence in customer service, partnering and teamwork, and quality performance. We strive to be a great place to work by fostering a safe, open, inclusive and healthy work environment. We want to ensure that our organization is as diverse and inclusive as our great State of Washington.

We want to create a culture that fosters excellence in customer service, open and honest communication, transparency and accountability, data driven decisions, and business initiated process improvement.

Your opportunity at a glance

The WSLCB Finance Division is announcing an exciting opportunity for Forms and Records Analyst 3 (Two Positions) at Olympia, WA. These positions report directly to the Public Records Officer in the WSLCB’s Finance Division. These positions serve and complement the WSLCB’s mission and goals by (a) properly responding to public disclosure requests for copies of LCB records under RCW 42.56 – The Public Records Act, and (b) responding to requests for records as part of legal discovery, and proper preservation, destruction, and archiving of agency records in accordance with RCW 40.14, LCB retention schedules, State general retention schedules, and agency wide training.

In this role, you will work closely with the Public Records Officer and Risk Manager and assist with all aspects of public disclosure and records management to include the creation or modifications of agency policies and procedures related to public disclosure/records management; providing technical assistance, specialized training, consultation related to public disclosure /records management, and recommending resolution for complex problems and issues related to public disclosure/records management.

If you have an interest in working in the records management field with a focus on process improvement, we encourage you to apply to be a part of the WLSCB team!

WSLCB provides a modern work environment and excellent benefits including:

  • Training and career development programs
  • Tuition reimbursement
  • Flexible work schedules
  • Telecommuting opportunities
  • Generous wellness program
  • Onsite exercise facility
  • Active and engaging diversity program
  • Infant at Work program
  • Organization’s commitment to your personal health and well-being.
  • Work/life balance
  • Free parking
  • A comprehensive benefits package

 

Duties

Some of the duties you will perform are:

  • Send “Five-day letters” – Within five business days of the Board’s receipt of the request, the Public Records Coordinator must send a letter in response to the requester. The five-day letter must do one of the following: Produce the requested records; Provide the specific internet address where the records may be located on the WSLCB website; Seek clarification of the request; Deny the request and give the statutory basis for denial; or Estimate when the records will be produced and explain why that time is needed.
  • Coordinate adequate searches for records – This position is responsible to coordinate reasonably calculated searches for legal discovery related and public records by identifying persons, locations, and formats of requested records.
  • Assign record requests to staff as required, track and monitor processing and completion in a timely manner by junior staff with whom this position works.
  • Review records for responsiveness, redactions, and withholdings – This position is responsible for determining what records are responsive to legal discovery and public records request and what information must be redacted or withheld from disclosure.
  • Prepare records for release – This position must properly prepare records for release, utilizing electronic redaction software, and with the release of records include a cover letter that lists any redactions and brief explanations and citing of the exemptions for the requester.
  • Identify cost of request or allow requester to inspect records – This position must identify if there are charges associated with the release of records and allow the requester to inspect records if they prefer.
  • Track Public Records Requests and Legal Discovery Requests – This position must enter all of the requests assigned to them into the Public Records Tracking Log and any legal discovery tracking logs. Track all data points required by the Legislature regarding public records requests.
  • Properly store records – This position must store all records regarding a request in an electronic folder in the Tort Drive. This folder must contain all records including: correspondence to and from the requester, correspondence with internal staff to gather records, a clean copy of the records gathered, a working copy of the redactions made to the records, and a final copy of the records produced with the redactions made permanent.
  • Consult with managers, supervisors and employees regarding public disclosure requests.
  • Process and handle requests for receipt, maintenance, use and disposition of records for WSLCB per RCW 40.14.040.

 

 

Qualifications

Required Qualifications:
Experience for required qualifications can be gained through various combinations of formal professional employment and educational experience. See below for how you may qualify.

Option 1: 
A Bachelor’s degree or above in public or business administration, pre-law, government, political science, paralegal studies or a related field.
AND
Two (2) years of direct work related experience in public records, records management, or legal discovery.

Option 2: 
An Associate’s degree or above in public or business administration, pre-law, government, political science, paralegal studies or a related field.
AND
Four (4) years of direct work related experience in public records, records management, or legal discovery.

Option 3:
A High School Diploma or GED equivalent
AND
Six (6) years of direct work related experience in public records, records management, or legal discovery.

Preferred/Desired Qualifications:

  • Experience with and advanced knowledge of the Public Records Act.
  • Experience with and advanced knowledge of litigation discovery processes.
  • Working knowledge of LCB programs, policies, procedures, rules, and regulations.
  • Advanced level of skill utilizing Microsoft Office Suite (Word, Excel, and Outlook).

 

 

Supplemental Information

 

HOW TO APPLY

PLEASE READ THE FOLLOWING INFORMATION CAREFULLY TO ENSURE YOU HAVE SUBMITTED THE REQUIRED MATERIALS TO BE CONSIDERED.

IMPORTANT: To be considered for this position, you MUST include the following, failure to do so will result in your application being disqualified:

  1. Completed online application.
  2. Current Resume.
  3. Letter of Interest describing how you meet the specific qualifications for the position.
  4. Three professional references to include a current or recent supervisor with email addresses and phone numbers.

**A resume will not substitute for completing the “work experience” section of the application.

The information provided in your application and supplemental questionnaire must support your selected answers in the supplemental questions. Responses not supported in your application will disqualify you for consideration of employment from this recruitment.

Prior to a new hire, a background check including criminal record 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.

COVID-19 VACCINATION
Per Governor Inslee’s Proclamation 21-14 (Download PDF reader), state employees must be fully vaccinated against Covid-19. Special note that any offer of employment is contingent upon you providing verification of your vaccine status. No start date will be approved until you verify your status.

To further ensure public safety and in conjunction with our Governor’s proclamation of stay home, stay healthy and current guidelines related to COVID-19, interviews at this time will be conducted by video or phone conference as part of our recruitment process.

Other
Applicants for employment with the Washington State Liquor and Cannabis Board should also be aware of RCW 66.08.080, which states in part: “No employee of the board shall have any interest, directly or indirectly, in the manufacture of liquor sold under this title, or derive any profit or remuneration from the sale of liquor, other than the salary or wages payable to him in respect of his office or position, and shall receive no gratuity from any person in connection with such business.

RCW 69.50.351, no member of the state liquor and cannabis board and no employee of the state liquor and cannabis board shall have any interest, directly or indirectly, in the producing, processing, or sale of marijuana, useable marijuana, or marijuana-infused products, or derive any profit or remuneration from the sale of marijuana, useable marijuana, or marijuana-infused products other than the salary or wages payable to him or her in respect of his or her office or position, and shall receive no gratuity from any person in connection with the business.

The Washington State Liquor and Cannabis Board is an equal opportunity employer and encourages applications from job seekers with diverse backgrounds. Honoring diversity, equity and inclusion means that as an agency, and as individuals, we are committed to ensuring that all employees enjoy a respectful, safe, and supportive working environment.

All qualified applicants will receive consideration for employment without discrimination based on sex, race, creed, religion, color, national origin, age, honorably discharged veteran or military status, sexual orientation including gender expression or identity, the presence of any sensory, mental, or physical disability, or the use of a trained dog guide or service animal by a person with a disability.  You are welcome to include your name and gender pronouns in your application, to ensure we address you appropriately throughout the application process.

For questions about this recruitment, or to request reasonable accommodation in the application process, please email hrjobs@lcb.wa.gov or call (360) 664.1674. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6384.

Forms & Records Analyst 3 (Two Positions) description image

How to Apply

Apply through website: Forms & Records Analyst 3 (Two Positions) | Apply tab | Career Pages (governmentjobs.com)

Job Categories: LGBT. Job Types: Full-Time. Salaries: 40,000 - 60,000.

Job expires in 40 days.

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