What are the responsibilities and job description for the Records Coordinator (Forms and Records Analyst 1) position at Washington State Department of Ecology?
Description
Keeping Washington Clean and Evergreen
The Department of Ecology is hiring a Records Coordinator (Forms and Records Analyst 1) within the Financial Services Division.
Location:
Application Timeline
The Fiscal Office Records and Information Management Coordinator serves as the office’s primary expert on records management while also acting as the first point of contact for staff and customers. Your responsibilities will include overseeing records management, assisting staff with related tasks, and ensuring accurate tracking and maintenance of records using SharePoint.
Additionally, you will handle receptionist duties for the fiscal and budget office, including interacting with office and agency staff and customers, directing inquiries, managing office purchase requests, and overseeing telecommunications information. You will also provide backup support for updating fiscal office intranet and internet content as needed.
Much of our work follows a cyclical pattern – some tasks are performed as needed, such as fulfilling customer W-9 requests; others occur daily, including opening mail and checks, processing delegation memos, and answering phones. Some tasks are completed weekly or monthly, such as requesting supplies through the agency purchasing system; while others are done annually, like boxing up accounting records by fiscal year and entering them into the agency records management system. There are always opportunities to learn and grow.
What You Will Do
For detailed information on how we calculate experience, please visit our Recruitment website .
Required Qualifications
Two (2) years of experience and/or education as described below:
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 .
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, and attach:
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:
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.
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.
We believe that DEIRis 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.
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 (Download PDF reader) , 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.
Keeping Washington Clean and Evergreen
The Department of Ecology is hiring a Records Coordinator (Forms and Records Analyst 1) within the Financial Services Division.
Location:
- Headquarters Office in Lacey, WA .
- Upon hire, you must live within a commutable distance from the duty station.
Application Timeline
- Apply by April 14, 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 April 14, 2025 may not be considered.
The Fiscal Office Records and Information Management Coordinator serves as the office’s primary expert on records management while also acting as the first point of contact for staff and customers. Your responsibilities will include overseeing records management, assisting staff with related tasks, and ensuring accurate tracking and maintenance of records using SharePoint.
Additionally, you will handle receptionist duties for the fiscal and budget office, including interacting with office and agency staff and customers, directing inquiries, managing office purchase requests, and overseeing telecommunications information. You will also provide backup support for updating fiscal office intranet and internet content as needed.
Much of our work follows a cyclical pattern – some tasks are performed as needed, such as fulfilling customer W-9 requests; others occur daily, including opening mail and checks, processing delegation memos, and answering phones. Some tasks are completed weekly or monthly, such as requesting supplies through the agency purchasing system; while others are done annually, like boxing up accounting records by fiscal year and entering them into the agency records management system. There are always opportunities to learn and grow.
What You Will Do
- Compare and review payment documents and mail payments to vendors and staff.
- Assist cashiering staff as a team to open payments received and sort by payment categories for other staff to process.
- Regularly sort, track, file, and maintain office documents, both paper copies and electronically, for later retrieval and perform data entry accurately in various platforms and systems.
- Understand and apply best practices for records management, including email management, and provide ongoing guidance to staff.
- Perform various reception and clerical duties.
- Process staff requests for tools and supplies following agency policy and directives.
- Learn about our public disclosure process and act as back-up coordinator.
For detailed information on how we calculate experience, please visit our Recruitment website .
Required Qualifications
Two (2) years of experience and/or education as described below:
- Experience with administrative support, forms, and/or records management.
- Education: College-level coursework .
- 2 years of experience.
- 1 year of experience AND 30-59 semester or 45-89 quarter college credits.
- No experience AND 60-89 semester or 90-134 quarter college credits (Associate’s degree).
- Accuracy and attention to detail.
- Basic knowledge of Microsoft Office products including Word, Excel and Outlook; able to create, edit, modify, save, and delete documents and spreadsheets; includes locating and accurately modifying existing files and templates for reuse.
- Ability to prioritize tasks and organizational skills to create and maintain unit files.
- Reliability to be on the job and be a productive team member in a busy unit.
- One year of experience in records management.
- Intermediate proficiency in the use of Microsoft Office applications.
- Ability to operate 10-key adding machine by touch.
- Six months of experience purchasing office supplies/equipment.
- Six months of experience using SharePoint
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 .
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, and attach:
- Cover letter, describing your interest in and qualifications for this position
- Resume
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.
- For specific questions about the position location options, schedule, or duties, please contact Beth Swansonat Beth.Swanson@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
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.
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.
We believe that DEIRis 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.
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 (Download PDF reader) , 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.
