Job Title: Records Specialist-Forms and Records Analyst 2
Opening Date/Time: Thu. 08/03/17 12:00 AM Pacific Time
Closing Date/Time: Tue. 08/22/17 11:59 PM Pacific Time
Salary: $2,984.00 – $3,883.00 Monthly
$35,808.00 – $46,596.00 Annually
Job Type: Full Time – Permanent
Location: Thurston County – Olympia, Washington
Department: Dept. of Natural Resources


Service, Science, Sustainability
Under the leadership of the Commissioner of Public Lands, our work at the Department of Natural Resources (DNR) is done with the public’s interest in mind, which means transparency and public knowledge.  Our decisions are guided by sound science as we manage state trust lands, native ecosystems and natural resources. We support the vision of a sustainable future by protecting and managing the natural resources so future generations will have them.

DNR manages over 5 million acres of state-owned land that includes forest, range, commercial, agricultural and aquatic lands. We generate revenue that supports public schools, state institutions and county services. But managing lands is only half of our story. We also protect other public resources such as fish, wildlife, water, and provide public access to outdoor recreation. Two of our largest and most important state-wide resource protection responsibilities are fire prevention and suppression, and overseeing forest practices.

The DNR has an annual operating budget of approximately $245 million and has over 1300 permanent employees with approximately 500 additional staff hired during the summer fire season.

We have some of the most talented people in the industry.  We honor diversity in the workplace and support one another with respect and trust.  We invite you to learn more about our culture, our careers, and why some of the top forestry and natural science professionals have joined Washington DNR by visiting our DNR website.
Records Specialist
Forms and Records Analyst 2
Recruitment # 2017-08-7342-07175


$2,984 – $3,883 per month


Permanent, Full-time.   This position is represented by the WPEA.
Important Note:   Once appointed to this position the incumbent will be required to pay union dues or other representation fees within the first 30 days of employment.


Olympia, Washington


22 August 2017
Note: Recruitment may be extended after 22 August depending on the quantity and quality of the application pool.


Department of Natural Resources (DNR) mission is in partnership with citizens and governments to provide innovative leadership and expertise to ensure environmental protection, public safety, perpetual funding for schools and communities, and a rich quality of life. One of our goals is to ensure that DNR is a well-managed agency that provides excellent public service and value.

This position supports DNR by:

  • Serving as the initial contact for public records requests in conformance with the requirements of the Public Records Act (RCW 42.56).
  • Communicating in a positive and professional way with citizens seeking records.
  • Ensuring records are provided to the public upon request, so that DNR is open and accountable to the public we serve.

Under the supervision of the Agency Public Records Officer this position assists with the following:

Public Disclosure:

  • The position is knowledgeable on the Public Records Act (PRA).
  • Uses independent judgment to accurately analyze, understand, and respond to public records requests.
  • Receives, reviews and processes public records requests according to the PRA.
  • Enters requests into the public disclosure tracking system.
  • Creates and sends 5-day letters on behalf of the program.
  • Provides consultation to staff on responses to public records requests.
  • Assists staff in identifying records responsive to a request.
  • Proactively identifies areas where clarification is necessary or appropriate, and communicates effectively and professionally to staff and the public.
  • Assists requestor in defining the scope of the records requests.
  • Coordinates responses, tracks progress in fulfilling request, assembles, prepares and reviews records for exemptions prior to release and distributes public records to the requesting parties.
  • Accurately, applying redactions and seeking assistance or guidance where appropriate.
  • Researches agency records, both current and historical, to locate requested information, compiles records, and responds to disclosure requests in a timely manner in compliance with the PRA.
  • Review and verify others responses to ensure compliance with established procedures and public disclosure requirements.
  • Advises citizens on the availability of specific information and processes by which records can be obtained.
  • Demonstrates high-level customer service skills at all times.
  • Communicates in a positive and professional way with citizens seeking records.
  • Effectively manages and tracks own caseload of requests in a highly organized manner.
  • Retains records related to request in accordance with the records retention requirements.
  • Arrange and monitor review of records appointments.
  • Works with supervisor to develop research strategies to achieve legal compliance.
  • Maintains confidentiality at all times.

Records Management:

  • Maintains records of public disclosure requests and the department’s responses in accordance with the records retention schedule.
  • Ensures records are organized and copies are reduced to provide systematic control of records for their whole lifecycle so that DNR can reduce the resources needed to manage information.
  • Promotes transparency and accountability to the public we serve.
  • Preserves, retains, and dispose of records according to the records retention schedule.
  • Prepares records for storage at the State Records Center.
  • Lifts and move files and archive boxes (up to 30 pounds per box).

  • Exhibit an advanced working knowledge of the Public Records Act (RCW 42.56) and applicable rules, as well as keeping up-to-date of changes in law that affect agency compliance with public disclosure obligations.
  • Knowledge of RCW 40.14 Preservation and Destruction of Public Records.
  • Demonstrate ability to effectively communicate with co-workers and the public.
  • Experience supporting PRA functions.
  • Flexible, open to change and ability to work effectively in a team environment.
  • Professional level experience with Microsoft Office Suite and other related applications (Outlook, Word, Access, SharePoint, Adobe) and the ability to create and maintain databases.

This level of knowledge and skill is typically achieved after:

  • An Associate’s degree and one (1) year of experience in forms and/or records management or disclosure of public records, or similar position;


  • High school diploma or equivalent and two (2) years of progressively responsible experience in forms and/or records management or disclosure of public records, or similar position.

Note: Additional qualifying experience will substitute, year for year, for education.


  • Degree in business administration or natural resource science.
  • Washington Public Records Act training.
  • Extensive experience interacting with staff and the public;
  • Strong customer service, communication and analytical skills.
  • Demonstrated ability for attention to detail and strong organizational skills.
  • Demonstrated ability to produce clear, concise, and cogent written and oral communications.
  • Exhibit an advanced working knowledge of the Public Records Act (RCW 42.56) and applicable rules, as well as keeping up-to-date of changes in law that affect agency compliance with public disclosure obligations.


  • Must be at least 18 years of age at the time of hire.
  • Able to work in an office environment 40 hours a week.
  • Lift and move files and archive boxes (up to 30 pounds per box).
 Supplemental Information:
This recruitment is open to anyone who meets the required qualifications for this position.


  • To be considered you must apply online at (Click on the APPLY button above)
  • You must submit the following:
    • Attach a letter of interest describing how your experience and qualifications relate to the position profile, required and desired position qualifications, and special position requirements.
    • Attach your Resume – do not add it into the text of the application, it must be an attachment.
    • The names of three to five professional references – you may attach a document, use the References text field in the online application, or include with resume.
  • Carefully review your application materials before submitting. If you fail to submit the required documents, you may no longer be considered for the position by the supervisor.
  • You may not reapply for this posting for 30 days.

Application Status – once you submit your online application, you can check your status by logging into your account.  Finalists for the position will be contacted by the hiring managers directly.

Questions?  Please contact Ann Lowe at phone number (360) 902-1608 / or e-mail us at

By submitting the application materials you are indicating that all information is true and correct to the best of your knowledge.  You understand that the state may verify information and that untruthful or misleading information is cause for removal from applicant pool or dismissal if employed.
This announcement is published by the Washington State Department of Natural Resources (DNR).
Washington State Department of Natural Resources is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind.  We are committed to providing equal employment opportunities in a fair and impartial manner for all persons without regard to age, sex, marital status, sexual orientation, gender identity, race, creed, color, national origin, religion, genetic information, military status, or the presence of any sensory, mental or physical disability or the use of a trained dog guide or service animal by a person with a disability.  Persons with a disability who need assistance during the screening process or those needing this announcement in an alternative format may contact DNR Recruiting staff (360) 902-1350 or (360) 902-1128.  DNR may be contacted using the Washington State Telecommunications Relay Service (TTY) by dialing 711.