FORMS & RECORDS ANALYST 3 - Public Records

Application review will begin on April 14, 2025, and you are encouraged to submit your application materials as soon as possible. The hiring manager reserves the right to close the posting at any time. The first interviews will begin the week of April 21, 2025. 

The Washington State Gambling Commission is seeking to fill a Forms & Records Analyst 3 position. This is a full-time permanent position based out of our Lacey Washington office. After a training period, this position is eligible for a telework/remote schedule arrangement. However, this position requires that the incumbent live within commutable distance of our Lacey, Washington office for occasional in-office workdays.

This Forms and Records Analyst plays an integral role in making recommendations and providing direction to all agency employees in how they process and disclose public records. The position provides important public disclosure recommendations to all agency employees regarding the requestor’s scope of records being sought as well as the agency’s response, disclosure, and production of records to a requestor.

As the Forms & Records Analyst, you will perform all duties associated with RCW 42.56.580 – Public Records Officers, requests, and legal discovery requests for agency records. You’ll serve as a subject matter expert in public disclosure. You will be tasked with properly responding to public disclosure requests for copies of agency records under RCW 42.56 – Public Records Act and responding to requests for records as part of the legal discovery.

We Are:
The Washington State Gambling Commission is a state accredited, limited-jurisdiction law enforcement agency whose mission is to protect the public by ensuring that gambling is legal and honest. We are the only statewide agency that licenses and regulates an estimated $3.5 billion gambling industry comprised of tribal, commercial, and nonprofit businesses.

Why Join Our Team
About the Opportunity:
As one of two Forms & Records Analyst 3 positions that report to the Legal Manager, you will conduct program research and analysis using strong critical thinking skills. You will also handle daily operational challenges and meet program requirements with independent judgment. Furthermore, you will train and guide agency employees at all levels on public records act, ensuring that the public can access agency public records effectively.

Some of what you will do:

• Serve as the point of contact for members of the public in requesting disclosure of agency public records.
• Oversee the agency’s compliance with the public records disclosure requirements by analyzing current processes, identifying possible issues, and recommending solutions.
• Manage and coordinate responses to all requests to the agency for disclosure of public records.
• Determine direction on how the agency will respond to public records requests, make decisions, and provide public records technical expertise and consultation.
• Manage the review of all public records to be disclosed, produced, redacted, or withheld.
• Receive and process records requests. Provide responses to requestors in accordance with public disclosure law requirements. 
• Coordinate adequate searches for records.
• Review records for responsiveness, redactions, and withholdings.
• Properly prepare records for release, include a cover letter that lists any redactions and brief explanations and citing of the exemption for the requester.
• Track public records requests and legal discovery requests.
• Interpret and explain laws and rules to requestors of agency records.
• Serve as the agency representative regarding public records issues in agency litigation, including providing written and verbal testimony under oath.
• Review and analyze public record files to determine facts and liability involved in a Public Records Act complaint and provide Legal Manager with findings and recommendations.
• Develop public disclosure guidelines and training.
• Advise and train agency employees at all levels on the retention, collection, and disclosure of public records consistent with the Public Records Act.

What we’re looking for:
The ideal candidate for this position will have advanced knowledge of the Public Records Act and litigation discovery processes.  Possess excellent communication skills, the ability to build and maintain strong relationships, and the capacity to influence others in a positive and ethical way. They demonstrate a high level of integrity, accountability and ethics, and a customer-oriented mindset. They will be proactive and take the initiative to achieve the desired outcomes.

Qualification:

• High School Diploma or Equivalency AND work-related experience in public records, records management, or legal discovery. * 
  *This experience is typically gained through two or more years of related experience, but a specific number of years of experience is not required.
• Advanced skill level using the MS Office Suite and other related applications (Outlook, Word, Access, Excel, SharePoint, Adobe)

This experience should include:

• Professional level knowledge and understanding of RCW 42.56 – Public Records Act.
• Conducting electronic records searches and retrievals at the enterprise searching for electronic files in various digital media such as email, file servers, and portable storage.
• Processing public records requests for a variety of public or private agencies, organizations, or levels of government.
• Demonstrated working knowledge of the legal requirements related to litigation discovery and public records disclosure.
• Providing guidance to internal and external customers using advanced expertise in the interpretation of statutes and regulations related to the Public Records Act; and providing exceptional customer service over the phone, through mail, and in person.

Ability to:

• Communicate clearly and efficiently while multi-tasking.
• Be flexible, open to change, and work effectively in a team environment.
• Maintain the highest degree of confidentiality along with accuracy and attention to detail without losing sight of the big picture.
• Plan, organize, and manage multiple responsibilities and meet deadlines.
• Properly identify, collect, and document data and information for assessment and analysis. 
• Work independently with minimal supervision, and exercise good independent judgment. 
• Write professional correspondence and other types of documents.

Desired/Preferred:

• Experience using MS eDiscovery, Discovery Accelerator, or similar discovery tools to search for records.
• Advanced education or professional training in public or business administration, records management, pre-law, or paralegal studies.
• A Certified Public Records Officer certification through the Washington Association of Public Records Officer Association.

The Washington State Gambling Commission is a licensing, regulatory, and law enforcement agency. Applicants must be willing to undergo and be able to pass an extensive background investigation, which includes a criminal history check, credit check and fingerprinting.  Information obtained from background checks will not necessarily preclude employment.  If hired, employees must adhere to the agency policy of prohibiting employees from serving as officers or managers of any corporation or organization that conducts a gambling activity. Employees may not gamble in any gambling licensed activities in the state of Washington.
 
Our expected timeline: 
Position will remain open until filled. While application review is ongoing the hiring manager may close this job posting at any time once there is a sufficient candidate pool.

HOW TO APPLY
 Interested candidates may apply by submitting the following items:

• A complete job application. Applications that do not contain complete work history details, or say "see resume" may not be reviewed. Job applications which are incomplete may disqualify you from being considered. 
• A cover letter that not only expresses your interest in why you would like to work with us but also describes how your experience has equipped you for success in this role. 
• Three professional references with contact information provided within your application, or submitted as an attachment. A professional reference is defined as an individual who has been paid to supervise your work and who can attest to your work performance, technical skills, and balance highlighting your strengths and possible areas of improvement. If you should not have three professional references, please consider including other possible references such as former educators or other professional associates. 
• A completed Supplemental Questionnaire where all questions are fully answered. Provide detailed responses to each question. "See resume" or similar answer is not acceptable and will result in an incomplete application and disqualification from consideration for this position.    

Note: As part of our hiring process, we require an employment reference for the preferred candidate from their current or most recent supervisor. If the preferred candidate is a current or recent state employee, we will also review their personnel file as part of our process. References are typically contacted after interviews. 

The Washington State Gambling Commission is an equal opportunity employer. Individuals with disabilities needing assistance in the application process or needing this job announcement in an alternative format should provide contact information via email to recruitment@wsgc.wa.gov. Applicants who are deaf or hard of hearing may call the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.

For questions regarding this recruitment announcement, email us at recruitment@wsgc.wa.gov or contact Christie Harris at (360) 252-9964.

Salary : $49,116 - $64,440