Forms Analyst Jobs (NOW HIRING)

The Department of Ecology is hiring a Forms And Records Analyst 2 within the Eastern Region Office.

Location:

• Eastern Region Office in Spokane, WA.
• Upon hire, you must live within a commutable distance from the duty station

Schedule:

• As physical records are stored at the Eastern Region Office, this position will primarily work in person at the office.
• This position is eligible for flexible schedule options, including up to one day of telework per week.
• Schedules are dependent upon position needs and are subject to change.

As the Forms And Records Analyst 2 in the Eastern Region Office, you will play a key role in supporting Ecology's mission by ensuring that program records are well-managed, accurate, and accessible. This position offers a unique blend of public disclosure work and regional records management responsibilities, placing you at the center of information governance for the Eastern Region. It's an excellent opportunity for someone who enjoys detail-oriented tasks, problem solving, and making sure high-quality information is available to support environmental decision-making.

As a central resource for staff across multiple environmental programs, you will gain experience navigating public disclosure processes, working with confidential and sensitive information, and applying state laws and policies to real-world situations. In this role, you'll build your expertise in public disclosure laws, records lifecycle management, and information governance, while contributing to process improvements and supporting staff across the region. You'll also have opportunities to grow your skills through collaboration, training, and increasingly challenging assignments.

What you will do:

• Review and process routine public disclosure requests, including researching, retrieving, organizing, and preparing responsive records; redacting exempt information; and creating exemption logs.
• Assist staff in conducting thorough and defensible searches for responsive records, helping minimize agency risk while managing both sensitive and confidential requests.
• Track and document public disclosure requests in the GovQA Public Records Request Center and the regional tracking database to support timely and accurate responses under statutory requirements.
• Perform records management functions for all programs within the region, including maintaining, organizing, and reducing records; managing confidential and proprietary business information; and incorporating files into Central Files.
• Coordinate and ensure records are systematically organized and preserved throughout their lifecycle so that Ecology can reduce the resources needed to manage information and better utilize environmental staff for environmental work.
• Manage the transfer, retention, and disposition of paper and electronic records in alignment with state retention schedules, agency policies, and legal requirements.
• Support improvements to regional records systems by identifying issues, proposing solutions, and assisting with the evaluation or implementation of electronic and automated records technologies.
• Provide guidance, training, and onboarding to staff on records management practices and serve as backup to the Regional Records Manager and Public Disclosure Coordinator as needed.

Required Qualifications:

Three (3) years of experience and/or education related to the duties of the position, such as administrative support, forms, and/or records management, which includes the following:

• Records & Information Management – Ability to organize, maintain, and retrieve records to ensure staff can quickly access accurate and complete information when needed.
• Records Search & Retrieval – Ability to search across multiple systems and sources to find the right records so staff and the public receive the information they request.
• Record Creation & Data Entry – Ability to create new records and enter information correctly to keep databases accurate and prevent duplication.
• Daily Filing & File Maintenance – Ability to file documents and update records on a regular basis to keep information current, organized, and easy to locate.
• Confidentiality & Legal Compliance – Ability to recognize sensitive information and apply laws and procedures to protect records and ensure proper handling and disclosure.
• Customer Service & Communication – Ability to communicate clearly with staff and the public to understand information needs and explain processes, requirements, or next steps.
• Workload Management – Ability to organize tasks, track details, and work with multiple people and systems to ensure records and requests move through the process smoothly.
• Technology Proficiency – Ability to use the internet and Microsoft Office tools (including Outlook) to communicate, organize information, and complete work efficiently.

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.

Desired Qualifications:

• Public Records Act Knowledge – Ability to understand and apply the Public Records Act (RCW 42.56) and Model Rules (WAC 44-14) to ensure accurate, timely, and legally compliant response.
• Database Search Skills – Ability to search and query databases to locate accurate, complete information when responding to staff or public requests.
• Electronic Records Systems Knowledge – Ability to use electronic search tools and recordkeeping systems to locate, track, and manage information effectively.

If you are excited about this role and meet the required qualifications, we encourage you to apply. Desired qualifications reflect additional knowledge, skills, or experience that are nice to have but not required. Studies have shown that some applicants, especially women and people of color, are less likely to apply unless they meet every listed qualification. At the Department of Ecology, we are dedicated to building a diverse and authentic workplace centered in belonging, and we welcome applicants with varied backgrounds and unique perspectives.