Forms & Records Analyst 3

Forms & Records Analyst 3

Salary

$50,592.00 - $67,992.00 Annually

Location

Thurston County - Tumwater, WA

Job Type

Full Time - Permanent

Remote Employment

Flexible/Hybrid

Job Number

26DOT-HQ-05597

Department

Dept. of Transportation

Division

Headquarters

Opening Date

06/22/2026

Closing Date

7/6/2026 11:59 PM Pacific

• Description
• Benefits
• Questions

Description

About WSDOT

The Washington State Department of Transportation (WSDOT) is a multimodal agency with a global reputation for excellence. Our dedicated workforce plans, designs, builds, and operates an integrated transportation system that safely and efficiently moves people and goods throughout the state. In addition to maintaining over 20,000 lane miles of state highway and 4,100 bridges, WSDOT leads an award-winning Active Transportation Plan, manages the worlds longest floating bridge, and operates the largest ferry system in the nation!

The Opportunity

WSDOT is seeking a Forms & Records Analyst 3 to serve as the Construction Division's subject-matter expert for records governance, archival management, and public disclosure response. In this role, you will oversee complex records programs supporting transportation construction projects, materials testing, geotechnical investigations, financial records, and other critical business functions.

This position plays a key role in ensuring compliance with state records retention requirements, managing the lifecycle of both paper and electronic records, and supporting public transparency through effective records disclosure practices. You will develop and implement records management standards, provide expert consultation to staff and leadership, and help preserve information that supports WSDOT's mission and long-term organizational history.

What to Expect

Among the varied range of responsibilities held within this role, you will:

• Manage complex construction, materials, geotechnical, payroll, financial, and reimbursable agreement records throughout their lifecycle.
• Ensure the secure preservation, storage, and integrity of permanent and archival records in accordance with approved retention schedules.
• Oversee records digitization efforts and perform quality assurance reviews to ensure accuracy and completeness.
• Develop and maintain records systems that support audits, litigation holds, historical research, and public disclosure responses.
• Analyze public records requests to determine scope, intent, and potentially responsive records.
• Identify, locate, and collect records across paper files, electronic repositories, shared drives, email systems, and project databases.
• Interpret and apply records retention schedules, statutes, and agency policies to technical and operational records.
• Develop, implement, and maintain division-wide records management procedures, standards, and internal controls.
• Conduct compliance reviews and recommend corrective actions to support adherence to records management requirements.
• Provide consultation and technical assistance to staff and management regarding records management and disclosure requirements.

Qualifications

To be considered for this opportunity, the following competencies are required:

• Records Management Systems: Demonstrated skill in designing, organizing, and maintaining structured filing systems for high-volume paper and electronic records, including naming conventions, metadata structures, and document control practices that support retrieval and compliance.
• Records Governance: Demonstrated knowledge of hybrid (paper and digital) records lifecycle management, including classification, retention, archival designation, preservation, and lawful disposition of records.
• Records Compliance: Demonstrated skill in interpreting and applying records retention schedules and disclosure requirements to complex and technical records.
• Records Research and Retrieval: Demonstrated skill in conducting comprehensive searches across multiple repositories, including shared drives, email systems, databases, and archived paper records.
• Written Communication: Demonstrated skill in developing written procedures, guidance documents, and records management resources.
• Public Disclosure Analysis: Ability to independently analyze public records requests and determine responsive records.
• Consultation and Communication: Ability to communicate records management requirements, expectations, and compliance considerations clearly to management and staff.
• Technology Proficiency: Ability to operate office technology and software used to manage, retrieve, and maintain records.
• Growth Mindset: Actively demonstrates a commitment to learning and growth.
• Service-Oriented: Takes action to meet the needs of others.

It is preferred that qualified candidates also demonstrate:

• Public Records Knowledge: Familiarity with Washington State public records laws, records retention schedules, and statutory requirements governing public records.
• Enterprise Content Management: Demonstrated knowledge of enterprise content management systems and automated retention technologies.
• Change Management: Demonstrated knowledge of change management principles related to records modernization initiatives.
• Program Improvement: Demonstrated skill in leading records management improvement initiatives.
• Disclosure and Litigation Support: Demonstrated skill supporting litigation holds or complex public disclosure responses.
• Strategic Planning: Ability to develop long-term records modernization plans aligned with organizational goals.
• Advanced Technology Skills: Demonstrated proficiency using databases, records systems, and Microsoft Office applications to manage and analyze information.
• Electronic Records Formats: Familiarity with Adobe products and electronic file formats such as PDF, JPG, and TIFF.
• Troubleshooting: Ability to independently identify and resolve records system or database issues.
• Adaptability: Ability to learn and adapt to evolving technology and software platforms.

Important Notes

• This recruitment may also be used to fill additional positions per business needs.
• This position offers flexible/hybrid remote work options.
• In addition to the salary range listed, a general wage increase of 2% will be applied for all state employees on July 1, 2026.
• In addition to base salary, employees may be entitled to other forms of compensation depending on the type, duties, or location of the position. For union-represented positions, more information on other forms of compensation can be found in the applicable Collective Bargaining Agreements. Information on other compensation types for non-represented positions can be found in Chapter 357-28 of the Washington Administrative Code.
• WSDOT does not use the E-Verify system, therefore we are not eligible to extend STEM Optional Practical Training (OPT). For more information, please visit www.uscis.gov

Why WSDOT

• Work-Life Balance - We are committed to ensure that our staff experience the reward of public service, while also sustaining a routine that suits each individuals' lifestyle. As such, there are a number of flexible schedule options available, including telework options for eligible positions.
• Paid Leave - In addition to 12 paid holidays, full-time employees may earn up to 25 paid vacation days per year!
• Tuition Assistance - Permanent employees have several options for assistance with education expenses, including tuition reimbursement programs, government discounts at participating colleges throughout the state, and eligibility for federal student loan forgiveness.
• Plan For Your Future - WSDOT offers a comprehensive benefits package that includes a variety of healthcare options. Employees also have their choice of state retirement programs, and much more. Go to State Benefits for more information.

Check out this video to learn more: Why WSDOT?

How to Apply

Applications for this recruitment will be accepted electronically. Your relevant experience may be evaluated to determine salary. Therefore, it is very important that the "Work Experience" portion of the application be completed in as much detail as possible.

In order to be considered for this opportunity, please include the following with your online application:

• An attached Resume outlining (in reverse chronological order) your experience to date.
• An attached Cover Letter that further explains your qualifications and indicates why you believe you are a viable candidate for this role.
• Contact details for a minimum three (3) individuals who can attest to your work performance, technical skills, and job-related competencies. This information can be entered in the "References" section of the online application; does not require an additional attachment.

Please click the "APPLY" button to proceed. Note that you will be prompted to either sign in or create an account. This step is required in order to submit an application to this opportunity.

WSDOT is an equal opportunity employer. We value the importance of creating an environment in which all employees can feel respected, included, and empowered to bring unique ideas to the agency. Our diversity and inclusion efforts include embracing different cultures, backgrounds and viewpoints while fostering growth and advancement in the workplace. All persons, regardless of race, ethnicity, age, veteran status, sexual orientation, and/ or gender identity, are encouraged to apply. Persons with disabilities needing assistance in the application process, or those needing this job announcement in an alternative format may contact the listed Recruiter.

Contact Us

For inquiries about this posting, you may contact the assigned Recruiter at Rachel.Giese@wsdot.wa.gov. Please be sure to reference 26DOT-HQ-05597 in the subject line.

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. Thats 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 WAC 357-31-165(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 WAC 357-31-165(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 WAC 357-58-175, 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, or for loss of pregnancy, are entitled to five (5) 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

Parental Leave

Family and Medical Leave Act (FMLA)

Leave Without Pay

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

Updated 01-07-2026

01

Records Management Systems: Which statement best describes your experience designing and maintaining structured filing systems for paper and electronic records?

• I have developed and maintained organization-wide records systems, including metadata standards, naming conventions, and document control practices.
• I have developed and maintained records systems for a work unit or program area.
• I have worked within established records systems and applied existing standards.
• I have limited exposure to records systems.
• I have no experience.

02

Please describe your experience designing, organizing, or maintaining records systems. If you do not have this experience, please enter N/A.

03

Records Governance: Which statement best describes your experience managing records throughout their lifecycle, including retention, archival designation, preservation, and disposition?

• I independently determine retention and disposition requirements for complex records.
• I regularly apply retention requirements and archival standards to records.
• I assist with records retention and disposition activities.
• I have limited exposure to records lifecycle management.
• I have no experience.

04

Public Disclosure Analysis: Which statement best describes your experience responding to public records requests?

• I independently analyze requests, identify responsive records, and document search methodologies.
• I regularly assist with gathering and reviewing records for disclosure requests.
• I have supported records searches for disclosure requests.
• I have limited exposure to public records requests.
• I have no experience.

05

Please describe your experience responding to public records requests. If you do not have this experience, please enter N/A.

06

Records Research and Retrieval: Which statement best describes your experience locating and retrieving records from multiple sources such as databases, email systems, shared drives, and paper files?

• I regularly conduct comprehensive searches across multiple repositories for complex records requests.
• I conduct searches across multiple repositories as part of my work.
• I retrieve records from a limited number of systems.
• I have limited experience searching for records.
• I have no experience.

07

Please describe your experience developing procedures, guidance documents, desk manuals, or training materials related to records management or compliance requirements. If you do not have this experience, please enter N/A.

08

Are you familiar with Washington State public records laws and records retention requirements?

• Yes
• No

09

Have you supported litigation holds, complex public disclosure requests, or other high-profile records responses?

• Yes
• No

10

How did you learn of this employment opportunity?

• Indeed
• LinkedIn
• Direct Email Notification
• WSDOT social media (Twitter, Facebook, YouTube, etc)
• Career Fair
• Monster
• WorkSource
• Handshake
• AASHTO
• NACTO
• COMTO
• APWA
• "NOW HIRING" banner/sign
• Radio advertisement
• WSDOT Employment Site
• Careers.wa.gov
• governmentjobs.com
• Other (specify below)

11

If you selected Other on the previous question, please specify how you learned of this employment opportunity in the space provided:

Required Question

Employer State of Washington

Address View Job Posting for Agency Information

View Job Posting for Location, Washington, 98504

Website http://www.careers.wa.gov