Forms & Records Analyst 2 (DOH8612)

Forms & Records Analyst 2 

12-month appointment

Tumwater, WA (onsite)

Join the Washington State Department of Health as a key contributor in the Center for Health Statistics (CHS)! CHS plays a vital role in collecting, managing, and distributing essential public health data, including vital records, hospital data, and health risk behaviors. This data supports decision-making, research, and public health initiatives across the state. As part of our team, you will enhance data accessibility and reliability by improving record tracking, processing mail, and maintaining digital archives.

Key Responsibilities Include:

• Screen amendment requests for compliance, and determine missing documentation 
• Develop and maintain tracking systems for processing legal vital record amendments.
• Process and scan high volumes of mail, ensuring quality and accuracy.
• Manage digital and manual filing systems, ensuring efficiency and accessibility.
• Identify workflow inefficiencies and recommend improvements.
• Maintain and update documentation, job aids, and desk manuals.

Why join our team?

• Impactful Work: Ensure the integrity of vital records, directly contributing to public health initiatives and policymaking in Washington State.
• Collaborative Environment: Work alongside dedicated professionals in a supportive setting that values innovation and continuous improvement.
• Growth Opportunities: Expand your expertise in data management, process optimization, and regulatory compliance.

This recruitment will be used to fill a 12-month non-permanent (temporary) appointment in Tumwater, WA.

Benefits and Lifestyle

We prioritize your work-life balance and offer one of the most competitive benefits packages nationwide, tailored to support your lifestyle. Discover more about "Why DOH" by visiting Work@Health.

We are the Washington State Department of Health (DOH)

At DOH, we safeguard public health in an ever-evolving world. Through collaboration with local health jurisdictions and state, federal, and private partners, our programs and services impact every Washingtonian and visitor daily. We're driven by Equity, Innovation, and Engagement, as outlined in our Transformational Plan for the future of Washington health.

Required Qualifications 

You must meet ONE of the options provided and any additional criteria listed. Experience may have been gained through paid or unpaid activities. Please ensure any relevant experience defined below is outlined in your cover letter, resume, and/or applicant profile. 

Option 1: Three (3) years of experience in office/clerical duties in a high production environment.

Option 2: Associates degree or higher education; and two (2) years of experience in office/clerical duties in a high production environment

AND:

Six (6) months of experience and an ability to use computer software as follows:

• Microsoft Word to create, format, edit, preview, print, and save documents.  
• Excel, Smartsheet, or other software for creating tracking sheets for entering and maintaining data for program work. 
• Outlook or similar email management system to compose, send, and respond to electronic mail and manage calendar.

Preferred Qualifications:

• Two (2) years of experience with document scanning and quality assurance processes.
• One (1) year of experience creating and managing Smartsheets. 
• One (1) year of analytical experience reviewing documents and taking appropriate action based on an analysis of the information. 
• Adobe Pro to edit and create PDF documents.

APPLICATION DIRECTIONS:

To apply, click "Apply" and complete the application. Attach your resume and cover letter. In your Applicant Profile, include at least three professional references (including a supervisor, a peer, and someone you’ve supervised or led, if applicable). Please do not include private information such as social security number or year of birth.

Make sure to document your years of experience, skills, and abilities as listed in the qualifications section of this job posting.

Attach the following:

• Resume
• Cover letter
• Three or more professional references, if not included in your applicant profile
• DD-214 (if applicable)

Do not attach or include the following – these documents will not be reviewed:

• Personal photos – do not submit any documents containing personal photos. 
• Transcripts 
• Letters of recommendation
• Certifications or diplomas
• Projects or portfolios

Conditions of Employment:

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

I am prepared, with or without accommodation, to do the following:

• Work full-time Monday through Friday at our office in Tumwater, WA.
• Commit to a full-time 40-hour workweek schedule.
• Move objects weighing up to 25 pounds.
• Work 8 a.m. – 5 p.m. A flexible work schedule may be considered at the incumbent’s request, subject to supervisory approval.
• Use standard office furniture and equipment (e.g., desk, office chair, filing cabinet, computer, monitor(s), keyboard and mouse, printer, phone, fax machine, copy machine, etc.).
• Communicate through applications such as MS Teams and MS Outlook.
• Adjust my work schedule occasionally to align with business needs, which may entail working evenings and weekends.
• Engage in emergency response exercises and high-priority assignments as assigned during emergency events. 

Veterans Preference: Applicants wishing to claim Veterans Preference must attach a copy of their DD-214 (Member 4 copy), NGB 22, or a signed verification of service letter from the United States Department of Veterans Affairs to their application. Please remove or cover any personally identifiable data such as social security numbers and birth year.

Equity, Diversity, and Inclusion: We regard diversity as the foundation of our strength, recognizing that differing insights and abilities enable us to reflect the unique needs of the communities we serve.  

DOH is an equal-opportunity employer. We prohibit discrimination based on race/ethnicity/color, creed, sex, pregnancy, age, religion, national origin, marital status, the presence or perception of a disability, veteran’s status, military status, genetic information, sexual orientation, gender expression, or gender identity. 

Questions and Accommodations: If you have questions, need accommodation in the application or selection process, or need information in an alternative format, contact Zach Covington at zach.covington@doh.wa.gov.   For general DOH recruitment questions, email the Talent Acquisition Team at employment@doh.wa.gov. Deaf or hard of hearing contact Washington Relay Service at 7-1-1; individuals outside of Washington State contact Washington Relay Service at 1-800-833-6874.  

Technical Support: Reach out to NEOGOV directly at 1-855-524-5627 for technical support and login issues. 

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

Only applicants who follow the directions and complete the Application Process in full will have their responses reviewed for consideration. 

Experience and education selected, listed, or detailed in the Supplemental Questions must be verifiable on the submitted applicant profile.

Salary : $3,643 - $4,865