Forms & Records Analyst 3 (FRA3) - Statewide (Non-Permanent)

Salary: $4,093.00 - $5,501.00 Monthly

Location : Multiple Locations Statewide, WA

Job Type: Full Time - Non-Permanent

Remote Employment: Remote Only

Job Number: 2024-13125

Department: Dept of Children, Youth, and Families

Division: Administrative Services

Opening Date: 12/02/2024

Closing Date: 12/9/2024 11:59 PM Pacific

Salary Information: The high end of the salary range, Step M is typically a longevity step

Description

Job Title: Forms and Records Analyst 3 (FRA3)
Location: Statewide, WA - Full-Time/Non-Permanent with expected duration of one year from the hire date. These positions are 100% remote, with some occasional in-office meetings. These meetings are technically held at HQ, located at: 1500 Jefferson Street, SE, Olympia, WA 98501.
Closes: Monday, December 9th, 2024

Salary: $4,093 - $5,501 Monthly

Are you passionate about precise and efficient record-keeping? Do you have a keen eye for detail and exceptional communication skills? We're seeking two Forms and Records Analyst (FRA3's) to expertly manage the Department of Children, Youth, and Families' (DCYF) litigation system. If these qualities resonate with you, we encourage you to apply and become a crucial part of our mission to make a difference.

to learn more about DCYF.

The Opportunity:

As a Forms and Records Analyst at DCYF, you will specialize in managing records across key system areas such as Juvenile Rehabilitation, Child Welfare, Child Care Licensing, Foster Care Licensing, and Public Disclosure.

In this dynamic role, you will produce accurate records in response to requests from the Attorney General's Office (AGO) for tort claims, discovery responses in lawsuits, and other legal matters involving DCYF. Your expertise will be essential in identifying, preserving, and protecting confidential and exempt information in compliance with federal and state laws.

You will use various record-keeping systems, including FamLink, ApplicationXtender, ACT, Varonis, SPROUT, WACompass, and ARRTS, to ensure records are collected, maintained, and produced in line with DCYF policies and procedures.

Some of what you will get to do:
? Document requests for records on a standardized tracking system.
? Review requests to determine the scope and potential holders of information or record sets.
? Clarify with the requester if the request is unclear, vague, or is subject to misinterpretation or misunderstanding.
? Manage records to ensure requests are collected in an unredacted and unaltered state.
? Collect records and electronically stored information (ESI) from a variety of sources, including, FamLink, ACT, SPROUT, WACompass, Varonis, ARRTS, and ApplicationXtender.
? Conduct thorough searches for hard copy and electronic records, including searches using eDiscovery and other records production tools.
? Resolve issues regarding obtaining complete information and records with the respective manager or appointing authority.
? Examine all information and records collected to ascertain if the record is complete or if information appears to be missing.
? Organize and catalog collected records in accordance with established standards.

Required Qualifications: ? Equivalent education and experience totaling six (6) years in forms and/or records management, clerical duties associated with records management, public disclosure, paralegal or customer service.

OR
? Two (2) years of experience as a Forms and Records Analyst 2

OR
? An Associate of Arts degree in business administration, accounting, industrial engineering, social services, paralegal or a related field AND four (4) years of experience in forms and/or records management, public disclosure, clerical duties associated with records management or customer service.

OR
? A Bachelor's degree in business administration, accounting, industrial engineering, social services, paralegal, or a related field AND two (2) years of experience in forms and/or records management, public disclosure, clerical duties associated with records management or customer service.

In addition to those required qualifications, our ideal applicant will also have some or all of the following:
? Experience using FamLink, WACompass, ACT, ApplicationXtender, ARRTS, SharePoint, eDiscovery, and other systems used by the agency.
? Demonstrated working knowledge of DCYF policies, procedures, rules, and regulations.
? Demonstrated ability to be detailed-oriented.
? Demonstrated excellent organization skills.
? Demonstrated ability to interact professionally with internal and/or external customers.
? Demonstrated ability to work in a high volume, diverse, and stressful environment.
? Demonstrated advanced level of skill utilizing Microsoft Office Suite (Word, Excel, and Outlook).

How do I apply?

In addition to completing the online application, applicants must attach the following documents to their profile in order to be considered for this position:
? Cover Letter
? Resume (current/updated)

S upplemental Information:

The Department of Children, Youth, and Families (DCYF) is committed to Washington's children and youth growing up safe, healthy, and thriving. We invite all candidates to join us in our mission to create a diverse and equitable workplace that reflects the communities we serve. If you are excited about this role but you believe that your education and/or experience might not align perfectly with every qualification in the job posting, we encourage you to apply anyway.

The Department of Children, Youth, and Families (DCYF) is an equal opportunity employer and does not discriminate on the basis of age, sex, marital status, sexual orientation, race, creed, color, national origin, honorably discharged veteran or military status, or the presence of any sensory, mental, or physical disability or the use of a trained service animal by a person with a disability.

Prior to a new hire, a background check including criminal history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.

Incumbent must hold a valid driver's license when operating a state or privately-owned vehicle on official state business.

This position is included in the bargaining unit represented by the Washington Federation of State Employees (WFSE). For more information:

If you have any questions pertaining to this recruitment or if you would like to request an accommodation throughout the application/interview process, contact Veronica Jones (Talent Acquisition Specialist) at If you're experiencing technical difficulties creating, accessing or completing your application, call NEOGOV toll-free at (855) 524-5627 or email

Persons needing accommodation in the application process or this announcement in an alternative format may call (360) 902-2276 or the Telecommunications Device for the Deaf (TDD) at (800) 833-6388.

2024-13125

More than Just a Paycheck!
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.

We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

Read about our benefits:
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.

Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.

Insurance Benefits
Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.

Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.

To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.

Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.

Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.

The Washington State Employee Assistance Program promotes the health and well-being of employees.

Retirement and Deferred Compensation
State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.

Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Social Security
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.

Public Service Loan Forgiveness
If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

Holidays
Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.

Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.

Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.

Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.

Sick Leave
Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.

Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.

Vacation (Annual Leave)
Full-time employees accrue vacation leave at the rates specified in (1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.

Part-time employees accrue vacation leave hours in accordance with (1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.

Pay status includes hours worked, time on paid leave and paid holiday.

As provided in , an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.

Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.

Military Leave
Washington State supports members of the armed forces with 21 days paid military leave per year.

Bereavement Leave
Most employees whose family member or household member dies, are entitled to three (3) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.

Additional Leave
Leave Sharing

Family and Medical Leave Act (FMLA)
Leave Without Pay

Please visit the State HR Website for more detailed information regarding benefits.

Updated 12-31-2022

01

Please select the answer that best describes your education and experience as it relates to this position.Please ensure that your application accurately reflects the chosen option(s) below.
? Equivalent education and experience totaling six (6) years in forms and/or records management, clerical duties associated with records management, public disclosure, paralegal or customer service.
? Two (2) years of experience as a Forms and Records Analyst 2.
? An Associate's of Arts degree in business administration, accounting, industrial engineering, social services, paralegal or a related field AND four (4) years of experience in forms and/or records management, public disclosure, clerical duties associated with records management or customer service.
? A Bachelor's degree (or higher) in business administration, accounting, industrial engineering, social services, paralegal, or a related field AND two (2) years of experience in forms and/or records management, public disclosure, clerical duties associated with records management or customer service.
? None of the above.

02

Which of the following best describes your experience resolving issues regarding obtaining complete information and records with the respective manager or appointing authority?Please ensure that your application accurately reflects the chosen option(s) below.
? I have one (1) to two (2) years of this experience.
? I have two (2) to three (3) years of this experience.
? I have three (3) to four (4) years of this experience.
? I have four (4) to five (5) years of this experience.
? I have five (5) to six (6) years of this experience.
? I have six (6) to seven (7) years of this experience.
? I have seven (7) to eight (8) years of this experience.
? I have eight (8) to nine (9) years of this experience.
? I have nine (9) to ten (10) years of this experience.
? I have MORE than ten (10) years of this experience.
? I have none of this experience.

03

Which of the following best describes your experience using FamLink, WACompass, ACT, ApplicationXtender, ARRTS, SharePoint, eDiscovery, and other systems used by the agency?
? I have LESS than one (1) year of experience.
? I have one (1) to two (2) years of this experience.
? I have two (2) to three (3) years of this experience.
? I have three (3) to four (4) years of this experience.
? I have four (4) to five (5) years of this experience.
? I have five (5) to six (6) years of this experience.
? I have six (6) to seven (7) years of this experience.
? I have seven (7) to eight (8) years of this experience.
? I have eight (8) to nine (9) years of this experience.
? I have nine (9) to ten (10) years of this experience.
? I have MORE than ten (10) years of this experience.
? I have none of the above.

04

Please briefly describe how/where you gained the experience indicated in the previous question. Your answer should be reflected in the work history section of your application. If you do not have this experience, please write 'none.' Please DO NOT write 'see application/resume/cover letter.'

05

Which of the following best describes your advanced experience in the use of the Microsoft Office Suite (Word, Excel, and Outlook)?
? I have LESS than one (1) year of this experience.
? I have one (1) to two (2) years of this experience.
? I have two to (2) three (3) years of this experience.
? I have three (3) to four (4) years of this experience.
? I have four (4) to (5) years of this experience.
? I have five (5) to six (6) years of this experience.
? I have six (6) to seven (7) years of this experience.
? I have seven (7) to eight (8) years of this experience.
? I have eight (8) to nine (9) years of experience.
? I have nine (9) to ten (10) years of experience.
? I have MORE than ten (10) years of experience.
? I have none of the above.

06

Please briefly describe how/where you gained the experience indicated in the previous question. Your answer should be reflected in the work history section of your application. If you do not have this experience, please write 'none.' Please DO NOT write 'see application/resume/cover letter.'

07

Do you have a valid driver's license?
? Yes
? No

08

This position requires a criminal background check prior to employment. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position. Are you willing to undergo a criminal background check as a condition of employment?
? Yes
? No

09

How did you hear about this job opportunity?
? WWW.Careers.Wa.Gov
? WorkSource Center or Website (WorkSourceWA.com)
? Washington State Employee Referral
? DCYF Employee Referral
? DCYF Jobs Page
? Monster
? College/university career fair or website
? LinkedIn
? Facebook
? VERG
? Advertisement
? CareerBuilder
? Diversity Jobs
? Handshake
? Movie Theatre
? Other

Required Question

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