Division Operations and Records Specialist – Internal

Description

 

AGRICULTURE - A Cornerstone of Washington's Economy

The Washington State Department of Agriculture has been serving the state for more than 100 years. Through service, regulation and advocacy, we keep agriculture viable and vital in Washington State, while protecting consumers, public health, and the environment. We work extensively with farmers and ranchers, but our responsibilities – from ensuring food safety to environmental protection – touch the lives of millions of people locally, nationally, and abroad.

The agency includes 780 employees approximately and grows close to 1,000 employees at the peak of seasonal work. To learn more and view additional openings, please visit our Employment Page.

Duties

What to Expect
Some of the various responsibilities within this role:    

• Analyze how information is disseminated within and outside the Division. Identify risks and improvement opportunities especially related to public disclosure, information security, purchasing, Travel reimbursements and business process efficiency.
• Initiate and lead work groups for process improvement projects to implement future state improvements.
• Participate in Information Technology projects to ensure the Division's mission are reflected in future state business processes and data infrastructure.
• Manage and update division Data Sharing Agreements (DSA's) involving internal and external government entities, according to agency policy and division public records procedure.
• Monitor/review website content to ensure accuracy and ease of navigation. Work with program managers when making recommendations for changes.

• Act as the single point of access into and out of the Division for Public Disclosure Requests and records management questions.
• Ensure the Division complies with the Public Records Act and abides by additional requirements including contractual obligations, accreditation requirements, and information security standards.
• Research, analyze and evaluate records. Work with agency records officer to ensure responses are complete.
• Research, analyze and evaluate division records management and retention, including disposition and disposal.
• Provide direction and guidance to program staff consistent with state laws and rules.
• Update/revise as necessary, division public records request procedure, in collaboration with the Assistant Director and Division Coordinator (AD/DC).
• Communicate concerns and process improvement ideas to AD/DC.
• Work with programs to ensure appropriate agency retention and management of electronic and paper records.
• Identify training needs for Division staff to implement best practices relative to public disclosure and information business processes.
• Identify available training content that meets those needs or develop new content. Ensure that training is provided.
• Ensure agency public records training is completed annually for Division staff. Ensures all division staff understand and abide by rules, laws, and Division procedures.
• Initiate training as needed regarding storage and retention requirements, both electronic and paper.
• Identify opportunities to communicate with our customers about the information we collect, how we use it, how we make it available, and how we protect it. Ensure that messages are developed and delivered in accordance with applicable laws, rules, and Division procedures.

• Act as back-up to Division Coordinator during absence.
• Act as back-up to TEMS/Travel processes within the Division.
• Collaborate and support other division admin, including the AD/DC, in division or program specific tasks/projects.
• Support PISCES data and its accuracy throughout each month compared to HRMS. Process updates in regard to OT status, PIDs, trial service/probation period expirations, new hires, etc.
• Support changes in purchasing/procurement processes within the Division in collaboration with Accounts Payable, Procurement office, and DC.
• Initiate streamlined processes and documentation for consistency and cross training opportunities.

Qualifications

Who should apply?
Professionals with:

• Bachelor’s degree in business administration, public administration, law, public health, health administration, or a related field AND Four (4) years of experience conducting research and analyzing policies, laws, rules, or regulations or comparable combination of graduate education and experience.

• Meets qualifications for position duties.
• Citizen of United States of America.
• No felonies/misdemeanor (excluding minor traffic offenses) or pending trials/investigations for such.

• Records Management Experience.

Supplemental Information

Employee Benefits

• A healthy work/life balance, which may include flexible work schedules.
• WSDA provides an excellent benefits package beyond traditional benefits. State employment offers Dependent Care Assistance, Flexible Spending Accounts, Public Service Loan Forgiveness, Tuition Waiver, Deferred Compensation, Employee Recognition Leave; click here for more information.
• 12 paid Holidays & Vacation and Leave Accruals.
• All Personal Protective Equipment (PPE) required will be provided by the agency.

How to apply:

You must complete your careers.wa.gov profile and answer the supplemental questions. In addition to completing the online application, and supplemental questions applicants must attach the following documents to their profile to be considered for this position:
     

· A resume detailing experience and education

· A cover letter describing how you meet the specific qualifications for this position

· Three professional references

By submitting these materials, you are indicating that all information is true and correct. The state may verify information. Any untruthful or misleading information is cause for removal from the applicant pool or dismissal if employed.
  
Applications with comments "see attachments" will be considered incomplete.

If you are having technical difficulties creating, accessing, or completing your application, please call NEOGOV toll-free at (855) 524-5627 or email support@neogov.com.

The initial screening will be solely based on the contents and completeness of your application and the materials submitted. All information may be verified, and documentation may be required. Applications received via e-mail will not be accepted in lieu of applying through the state's on-line recruitment system.

WSDA uses a I-9 form (Download PDF reader)Download PDF reader) to determine Employment Eligibility and Verification, once hired. This document is the authorization of an individual’s ability to be hired for employment within the United States. Applicants must be eligible to work in the United States.

Equity at WSDA

The Department of Agriculture recognizes, appreciates, supports, embraces, and respects all cultural identities and backgrounds while we collaborate in authentic ways. We hire amazing people that share in the commitment to our Pro-Equity Anti-Racist (PEAR) strategic plan, our Healthy Environment for All (HEAL) Act implementation plan, and our unique needs and desires for belonging, respect, and inclusion. We value the growth and development of our team members by providing equitable access to resources and opportunities for continuous learning, improvement, and advancement.

We strive to hire, cultivate, and retain a productive and dedicated workforce that reflects the communities we serve while we are committed to a workplace that celebrates our differences and supports equal opportunity employment and inclusion regardless of race, creed, color, national origin, citizenship or immigration status, marital status, families with children (including pregnancy, childbirth, or related medical conditions), sex, sexual orientation, gender identity diversity, age, status as a protected veteran, honorably discharged veteran or military status, status as an individual with the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with disabilities or other applicable legally protected characteristics. We also consider qualified applicants with criminal histories, consistent with applicable federal, state, and local laws.

 
Contact Us

Should you have any questions regarding this position or the online application, contact the Human Resource Office at Recruitment@agr.wa.gov.
 
Prior to a new appointment into the Department of Agriculture, a background check including criminal record 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.
    
The Human Resources Division may use referrals from this recruitment to help fill future similar vacancies for up to six months.
     

Veteran's Preference: Applicants who meet the minimum qualifications and wish to claim Veteran's Preference MUST attach a copy of their DD214, or other verification of military service. Please blackout any personally identifiable data such as social security numbers. For additional information on Veteran's Preference and guidance on how to determine if you are eligible, click here. 

Persons with a disability, who need assistance with their application or need this announcement in an alternative format, may call 664-1960 or toll free (877) 664-1960. TTY users should first call 711 to access the Washington Relay Service.

For more information about the Washington State Department of Agriculture, visit us at www.agr.wa.gov.