DCYF Forms and Records Analyst 3 (FRA3) - Olympia Details

DCYF Forms and Records Analyst 3 (FRA3) - Olympia

State of Washington Dept of Children, Youth, and Families - Olympia, WA

Employment Type : Full-Time

Description

The Department of Children, Youth, and Families (DCYF) was created to be a comprehensive agency exclusively dedicated to the social, emotional, and physical well-being of children, youth, and families regardless of race, ethnicity, sexual orientation, or other socioeconomic factors. We believe our workforce should reflect the communities we serve, and are actively searching for candidates that reflect that diversity.

We're looking for a Forms and Records Analyst 3 to join our Risk and Records Management team. Our vision is that "All Washington's children and youth grow up safe and healthy-thriving physically, emotionally, and educationally, nurtured by family and community."

The Opportunity:
We are seeking highly organized and experienced records professionals that thrive under strict timelines, and are experts at searching and ensuring the accuracy of and producing records that exist in systems in response to records requests. As a Forms and Records Analyst 3, you can expect to coordinate the imaging of client and administrative records into the agency’s electronic records storage system, as well as provide training to staff on records management.

As a specialist in DCYF's records management systems and business processes, you will work with limited supervision and provide technical expertise and exemption of confidential information and records. Within this role, you will use strategies to ensure thorough searches of all needed information in completed within accordance with policy and practice. This position is currently working in a hybrid environment but will be expected to work in person once we return to work.

Within the Risk and Records Management unit, you can expect to:

• 
  Perform data entry and correction in record indexing systems.
• Provide training to DCYF staff on preparing records for imaging and record retention.
• Responsible for accurately communicating record management policy and procedure to DCYF staff.
• Assist staff in locating and accessing imaged records.
• Able to lift and move boxes of records in field offices and DCYF's records center.
• Mitigate risk of court sanctions from poor record management or inaccessible records.
• Ability to view and listen to highly sensitive and sometimes explicit images and recordings of children.
• Assist in transferring records stored on a variety of portable media devices to ApplicationXtender (AX), This work will include in-coming media devices.
• Provides consultation to all DCYF offices on preparing records for imaging.
• Conducts quality assurance as records are processed for imaging.
• Model the importance of maintaining a highly organized and accurate record management system.
• Coordinate requests from records and public disclosure managers.
• Coordinate requests from the Public Disclosure Unit.
• Respond promptly to special requests for records.
• Utilize Famlink, SharePoint, Application Extender and Barcode to verify the location or destruction of records.
• Provide technical assistance to staff, supervisor and managers with identifying requested information.
• Research client history utilizing case management system, Famlink. Conduct thorough searches for hard copy and electronic Famlink and AX records regarding clients.
• Provide consultation to all DCYF staff on searching, collecting, and preserving records for tort claims.
• Model the importance of maintaining a highly organized and accurate record management system.

To qualify for this position, you must have:
Two years as a Forms and Records Analyst 2 within WA State.
OR
A Bachelor's degree in business administration, accounting, industrial engineering, social services, paralegal or a related field, AND two (2) years of experience with forms and/or records management, public disclosure, clerical duties associated with records management or customer service.
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 with forms and/or records management, public disclosure, clerical duties associated with records management or customer service.
OR
A high school diploma, or equivalent, AND six (6) years of experience with forms and/or records management, clerical duties associated with records management, public disclosure, paralegal or customer service.

In addition to those required qualifications, our ideal applicant will also have some or all of the following:

• Experience with Famlink, Barcode, Application Extender, and SharePoint
• Working knowledge of DCYF policies, procedures, rules, and regulations
• Advanced level of skill utilizing Microsoft Office Suite (Word, Excel and Outlook).
• Demonstrated ability for attention to detail and good organization skills.
• Ability to interact professionally with internal and/or external customers.
• Ability to work in a high volume, diverse, and stressful environment.

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:

• Letter of interest describing how you meet the specific qualifications for this position
• Current resume detailing experience and education

Supplemental Information:
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 job.

This job is covered by a collective bargaining agreement. This announcement may be used to fill multiple vacancies.

The initial screening will be based on the content and completeness of your application and the materials submitted. All information may be verified and documentation may be required.

DCYF is an equal opportunity employer and supports equity, diversity, inclusion, and respect.

Need accommodation throughout the application/interview process? Unable to apply online? Contact the Talent Acquisition Team at DCYF.Jobs@dcyf.wa.gov or (360) 628-0114 or the Telecommunications Device for the Deaf at 800-833-6388

Experiencing technical difficulties creating, accessing, or completing your application? Call NEOGOV toll-free at (855)524-5627 or email support@neogov.com.

To take advantage of Veteran's preference please attach your DD-214, member 4 long-form, or your NGB-22. Please black out your social security number prior to attaching.

General suggestions for creating a good application packet:

• Read the job posting very carefully. Find out as much as you can about the job.
• Make sure you are very diligent in following all the application instructions. Include all requested documentation.
• Make sure your application and supplemental question responses address how you meet each of the required and desired qualifications.
• Carefully read each of the supplemental questions and respond completely to each one. Pay careful attention to each component of the question, providing examples, and thoroughly describing when and where you achieved the proficiency level, and detail the types of work you performed, the work products, etc., to demonstrate 'how'.
• Specifically include all of your work experiences doing the same or similar work, especially if you reference work in these jobs in describing when/where you gained proficiency level skills.
• Make sure your application reflects your best writing.

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