Forms & Records Analyst Supervisor

Full Time | Non-Permanent

Location: Tacoma Criminal Justice Center | Tacoma, WA

Salary Range: $5,990- $8,055 Monthly

This position is represented by the Teamsters 117 bargaining unit. Are you an experienced records professional who values accuracy, compliance, and effective information management? As a Forms and Records Analyst Supervisor, you’ll play a key role in ensuring the Washington State Department of Corrections’ records are managed responsibly, consistently, and in accordance with state and federal requirements.

As a member of the Information Governance team and working under the direct supervision of the Agency’s Records Officer, this position provides oversight of the Department’s records management practices. You’ll review and apply appropriate records management techniques for records related to incarcerated and supervised individuals, as well as administrative records, while providing guidance and support to agency staff. This position ensures records management practices align with established statutes and requirements set by the Washington Secretary of State, applicable state and federal laws, and DOC policies. You’ll help promote consistent practices, support compliance, and provide expertise that helps the Department effectively manage and protect its information.

Your leadership and attention to detail will help safeguard critical agency records, strengthen information governance, and ensure DOC meets its legal and operational responsibilities. Join a team where your expertise directly supports the Department’s mission and contributes to public safety.

A completed application packet will include:

• A cover letter regarding your interest in this position with our agency
• A detailed resume
• Three professional references

Duties

We are looking for teammates who share our vision of public service and are committed to an equitable and inclusive culture that fosters and inspires excellence, while promoting innovation, engagement, and safety, leading to better outcomes for our incarcerated population, our agency, and our community. As a Forms & Records Analyst Supervisor, some of your duties will include:

• Assisting Agency Records Officer in managing the agency records management function to include:
• Verifying incarcerated/supervised individual electronic file and Offender File Tracking System (OFTS) archiving information
• Manage storage and retrieval of archived files
• Oversight and processing of incarcerated/supervised individual records by analyzing and reviewing all pertinent forms and records within their files and entering appropriate data into electronic file and OFTS databases
• Serving as primary contact for researching and locating lost or misdirected agency files
• Assisting the Records Officer in the planning, developing and administration of the records management functions which could look like:
• Assisting in the developing and maintaining retention schedules, both general and DOC unique
• Assisting in the revision and updating of DOC retention schedule
• Acting as liaison with the State Archivist and the State Records Center staff
• Assisting in developing and updating Records Management procedures and training material
• Supervising the workflow of the Forms and Records Analyst 3 (FRA3) and the Office Assistant 3 (OA3) positions
• Completing special projects and other duties as assigned

Qualifications

What we need (required qualifications):

• Three years of experience in Records Management
• One year of supervisory experience or lead experience
• Three years of experience effectively communicating with coworkers, direct reports, the public, and other state agencies
• Three years of experience analyzing and solving problems under stressful or adverse circumstances
• Valid driver’s license required for driving state cars

What will make your application stand out (preferred qualifications):

• A Bachelor’s degree involving major study in records management, information governance, public administration, or closely related field
• Knowledge of incarcerated/supervised individual electronic file and Offender File Tracking System (OFTS)
• Three years or more experience working with Incarcerated Individual Central and Field Files
• One year or more experience drafting and updating training material
• A demonstrated ability to be respectful and maintain confidentiality.

Supplemental Information

Vision: Working together for safer communities.

Mission: Improving public safety by positively changing lives.

Our Commitment: To operate a safe and humane corrections system and partner with others to transform lives for a better Washington.

Our Core Values:

• Cultivate an environment of integrity and trust: Corrections values partnership and trust. We foster openness and support courageous conversations. We are committed to doing what we say we are going to do by being accountable and taking personal ownership in our actions.
• Respectful and inclusive interactions: Corrections appreciates and values individuals by promoting an inclusive and diverse environment, which encourages safety. We respect, value, and listen to the thoughts, feelings, and perspectives of our stakeholders and consider the impact on those we serve as well as each other.
• People's safety: Corrections believes in creating an environment that values physical, mental, and emotional security and well-being. We honor those who advance safety for all.
• Positivity in words and actions: At Corrections, we assume positive intentions and believe there is a shared desire for the best outcome. We consistently demonstrate positive behavior and always put forth our best effort.
• Supporting people's success: Corrections is committed to our community – understanding individuals, instilling hope, embracing change, and providing opportunities.

DOC is an equal opportunity employer and does not discriminate on the basis of race, creed, color, national origin, sex, marital status, sexual orientation, gender identity, gender expression, age, honorably discharged veteran, veteran status, genetic information, or the presence of any sensory, mental or physical disability or the use of a trained guide dog or service animal by a person with a disability.

IMPORTANT NOTES: DOC complies with the employment eligibility verification requirements for the federal employment eligibility verification form I-9. The selected candidate must be able to provide proof of identity and eligibility to work in the United States consistent with the requirements of that form. https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents DOC does not use E-Verify; therefore, we are not eligible to extend STEM-Optional Practice Training (OPT). For information, please visit www.uscis.gov.

This recruitment may be utilized to fill more than one position. Please include a minimum of three (3) professional references with your application. A professional reference is defined as an individual who has been paid to supervise your work and can attest to your work performance, technical skills, and job competencies. If you do not have any or sufficient professional references, please include non-related professionals, such as educators or other professional associates. Please note: Phone number AND email address are required for all professional references.

A background check including criminal record history will be conducted prior to a new hire. 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. Employees may work directly with or near incarcerated individuals in a potentially hazardous setting. Please consider this when deciding whether to apply.

We are committed to maintaining a drug and alcohol-free work environment, and our employees are expected to comply with all state and federal laws. A pre-employment drug test may be administered as part of the selection process, and applicants who test positive for any controlled substances, will be disqualified from consideration.

Oleoresin Capsicum (OC) is an aerosol pepper spray made available as a means of self-defense and/or de-escalation. Applicants with sensitivities or allergies are encouraged to ask about the level of exposure they could expect in this position. Animal care projects are a common component of most Washington State prisons, including dog and cat programs. Applicants with animal sensitivities or allergies are encouraged to ask about the level of exposure they could expect in this position.

Tuberculosis (TB) is a priority health issue for DOC employees. The successful candidate may be required to provide valid proof of a baseline TB skin test within 60 days from the date of hire. When positive tests result, further information, testing and treatment will also be required. Employment is not contingent upon test results.

Foreign equivalent degrees awarded outside the United States must have a credential evaluation report attached to your application. You may request the required evaluation/documentation from www.wes.org and www.aice-eval.org. Until this documentation is provided, you will not be selected to move forward in the hiring process.

Telework Details

This position may be allocated for telework. If authorized for the role, work may be performed from your home or another offsite location within the state of Washington using a reliable internet or cellular hotspot service at that time. Employees are expected to perform assigned duties in a safe manner, to take proper care all state-issued equipment, and maintain confidentiality of all information in possession while working offsite. Employees will be required to commute to a Department of Corrections facility or field office as business requires, to potentially include components of the onboarding process. Some offices will have a “drop in” area available, however, a dedicated workspace within a DOC facility will not be provided.

What We Offer:

As an employee of the Department of Corrections, your work-life integration is a priority. Washington State employees are offered one of the most inclusive and competitive benefits packages in the nation. Besides comprehensive family insurance for medical, dental, and vision, these perks also may include:

• Remote/telework/flexible schedules (depending on position)
• Up to 25 paid vacation days a year
• 8 hours of paid sick leave per month
• 12 paid holidays a year
• Generous retirement plan
• Flex Spending Accounts
• Dependent Care Assistance
• Deferred Compensation and so much more!

*Teamsters 117 represented positions receive 3 days of bereavement leave. PERS: 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.

For questions about this recruitment, or to request reasonable accommodation in the application process, please email mackenzie.conley@doc1.wa.gov or call us at 509-630-9160. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.