Public Disclosure & Records Information Management Coordinator (Forms & Records Analyst 3)

Keeping Washington Clean and Evergreen

The Department of Ecology is hiring a Public Disclosure & Records Information Management Coordinator (Forms & Records Analyst 3) within the Toxics Cleanup Program (TCP).

Location:

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

Schedule:

• This position is eligible for telework and flexible schedule options.
• A minimum of 60% of your pay period is required in the office. You may telework some of your work time mixed with in-person meetings and activities. 
• Schedules are dependent upon position needs and are subject to change.

Application Timeline: 

• Apply by December 1, 2025.
• This position will remain open until filled. The agency reserves the right to make a hire at any time after application review begins. Applications received after the date above may not be considered.

Duties

As the Public Disclosure and Records Information Management Coordinator for the Toxics Cleanup Program (TCP), you'll be a key player in ensuring that complex administrative, litigation, and public disclosure records are processed accurately and in full compliance with state requirements. You will manage and streamline both physical and electronic records systems, perform advanced searches across multiple databases, and uphold high-quality documentation and indexing standards. In addition to working with internal TCP staff, you'll also provide support to external partners and the public while offering expert guidance, training, and support on records management best practices. You will work with many different, diverse groups of individuals in both the disclosure and records management spheres. As a trusted subject matter expert, you will help strengthen the agency’s transparency and efficiency through well-organized records production, effective retention processes, and timely, accurate disclosures.

If you enjoy being a go-to resource, mastering diverse systems, and making a meaningful impact on how information flows across an organization, this position offers a dynamic and rewarding opportunity.

What you will do:

• Manage public disclosure requests in compliance with regulations and agency policies, from intake through closure.
• Review, evaluate, and redact responsive records, applying exemptions and producing accurate, legally defensible work products.
• Consult and coordinate with program staff, management, agency public disclosure officer, attorneys, and external interested parties on sensitive, privileged, or litigation-related disclosure issues.
• Communicate with requesters to clarify scope, provide status updates, and facilitate on-site or electronic record reviews.
• Track, document, and manage disclosure activities in Ecology platforms, and retain disclosure-related records in accordance with retention schedules.
• Prepare and issue required correspondence (5-day letters, closure notices, invoices) in compliance with legal and agency standards.
• Provide consultation and training to program staff on defensible record collection, disclosure compliance, and best practices.
• Develop, maintain, and update disclosure-related guidelines, forms, and repositories to ensure consistent practices across the program.
• Implement, manage, and maintain program records management systems, ensuring compliance with state statutes and agency policies for retention, disposition, transfer, and storage of manual and electronic records.
• Apply technical expertise in records management systems, e-discovery standards, and forms design to analyze and resolve complex records issues.

Qualifications

For detailed information on how we calculate experience, please visit our Recruitment website.

Six years of experience and/or education as described below:

• Experience with administrative support, forms, and/or records management. Experience must include demonstrated competence in the following areas:
  • Public records compliance and analysis – knowledge of laws and policies governing disclosure and retention, with the ability to interpret, apply, and advise on requirements.
  • Records management systems and tools – proficiency with electronic/cloud-based systems (e.g., Microsoft 365) for organizing, preserving, and retrieving records.
  • Communication and training – ability to explain technical and legal concepts clearly, provide staff training, and prepare accurate written guidance and correspondence.
  • Collaboration and problem-solving – skill in working with staff, management, and external parties to resolve complex disclosure and records issues.
• Education: College level course work.

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.
• A Master’s degree or above.

Desired Qualifications:

• Knowledge and understanding of RCW 42.56 Public Records Law, RCW 43.21 A.160 Department of Ecology – Confidential, and WAC 44-14 Public Records Act – Model Rules. 
• Experience processing public disclosure requests under RCW 42.56 and similar public records laws.
• Experience developing and delivering training programs on records management or disclosure compliance.
• Familiarity with forms design, workflow analysis, or enterprise content management systems.
• Experience coordinating with legal counsel, auditors, or regulatory agencies on records-related issues.

If you are excited about this role but not sure if your experience aligns perfectly with every qualification in the job description, we encourage you to apply. Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At the Department of Ecology, we are dedicated to building a diverse and authentic workplace centered in belonging. You may just be the needed candidate for this or other roles.

Supplemental Information

Ecology does not use the E-Verify system; therefore, we are not eligible to extend STEM Optional Practical Training (OPT). For more information, please visit www.uscis.gov.

Our Commitment to DEIR

Diversity, Equity, Inclusion, and Respect (DEIR) are core values central to Ecology's work. We strive to be a workplace where we are esteemed for sharing our authentic identities, while advancing our individual professional goals and collaborating to protect, preserve, and enhance the environment for current and future generations.

Diversity: We celebrate and appreciate diversity; our unique perspectives and abilities enrich us all and lead to innovative approaches and solutions.

Equity: We champion equity, recognizing that each of us need different things to thrive.

Inclusion: We intentionally create and hold space so that we all have meaningful opportunities to participate and contribute to Ecology’s work.

Respect: We treat each other with respect and dignity, acknowledging the inherent worth of our diverse perspectives and lived experiences, even in times of uncertainty and disagreement.

We believe that DEIR is both a goal and an action. We are on a journey, honoring our shared humanity and taking steps to demonstrate our commitment to a vision where each of us is heard, seen, and valued.

Application Process

Ecology seeks diverse applicants: We view diversity, equity, inclusion, and respect through a broad lens including race, ethnicity, class, age, religion, sexual orientation, gender identity, immigration status, military background, language, education, life experience, physical disability, neurodiversity, and intersectional identities. Qualified job seekers from all backgrounds are encouraged to apply.

How to Apply

Click “Apply” at the top of this page. Complete the entire application, including full work history and responses to all supplemental questions. The following documents are also required:

• Cover letter, describing your interest in and qualifications for this position
• Resume

Because we base our selection on the information you provide, it is in your best interest to complete the application thoroughly. A resume will not substitute for the “work experience” section of the application or vice versa. Applications with blank fields or supplemental question responses with comments such as “see resume” may be considered incomplete.

For detailed application information, please visit our Recruitment website.

Application Attestation: By submitting an application, you are affirming that the information contained in your application and on all attachments is complete and truthful. The state may verify this information, and any false or misleading answers may result in rejection of your application or dismissal if employed.

Need an Accommodation?

If you need reasonable accommodation during the application and/or screening process, including this job announcement in an alternate format:

• Please contact us at 360-407-6186 or careers@ecy.wa.gov.
• If you are deaf or hard of hearing, you may call through the Washington Relay Service by dialing 711 or 1-800-833-6384.

Questions?

• For specific questions about the position location options, schedule, or duties, please contact Samatia Snodgrass at Samatia.Snodgrass@ecy.wa.gov. 
• If you need assistance applying for this job, are inquiring about the status of your application, would like to request the full position description, or have any other questions, please contact the Recruitment Team at careers@ecy.wa.gov.

About the Toxics Cleanup Program

The Toxics Cleanup Program’s (TCP) mission is to protect Washington’s human health and environment by preventing and cleaning up pollution, and supporting sustainable communities and natural resources for the benefit of current and future generations. TCP’s goals are to detect and prevent underground tank leaks, cleanup sites, to leverage cleanup to invest in and support communities, and build a workplace of choice. 

This position is located within the Records Unit, which provides information, tools, and services that support Ecology staff and managers in their efforts to achieve program goals. Records customers include three main groups:

• TCP managers who require information to evaluate program performance, and make decisions regarding budget, grant applications, workload, and resource allocation.
• TCP staff who require information on environmental conditions at particular sites, and analytical tools for evaluating that information when developing cleanup plans.
• The public who request information on sites and program performance (for example, members of news media, land developers, general public, etc.)

About the Department of Ecology

As the State of Washington’s environmental protection agency, we are deeply committed to protecting, preserving, and enhancing Washington’s environment for current and future generations. Joining Ecology means becoming part of a team dedicated to protecting and sustaining healthy land, air, water, and climate in harmony with a strong economy. A career in public service at Ecology allows you to help solve some of the most challenging problems facing our state, while keeping your health and financial security a priority. We combine one of the most competitive benefits packages in the nation with a strong commitment to life/work balance. We invest in our employees to create and sustain a working environment that encourages creative leadership, effective resource management, teamwork, professionalism, and accountability.

Ecology employees may be eligible for the following: Medical/Dental/Vision for employee & dependent(s), Public Employees Retirement System (PERS), Vacation, Sick, and other Leave, 11 Paid Holidays per year, Public Service Loan Forgiveness, Tuition Waiver,  Long Term Disability & Life Insurance, Deferred Compensation Programs, Dependent Care Assistance Program (DCAP),  Flexible Spending Arrangement (FSA), Employee Assistance Program, Commute Trip Reduction Incentives, Combined Fund Drive, SmartHealth *Click here for more information

To learn more about Ecology, please visit our website, explore Working at Ecology, check out our Strategic Plan, and connect with us on LinkedIn, Facebook, Instagram, YouTube, or our blog.

Equal Opportunity Employer: The Washington State Department of Ecology is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, veterans, military spouses or people with military status, and people of all sexual orientations and gender identities are encouraged to apply.

Collective Bargaining: This is a position covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.  

Note: This recruitment may be used to fill other positions of the same job classification across the agency. Once all the position(s) from the recruitment announcement are filled, the recruitment may only be used to fill additional open positions for the next sixty (60) days.

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