Forms & Public Records Specialist

Forms & Public Records Specialist Full-Time/Permanent Vancouver, WA

This recruitment is open to current Center for Deaf and Hard of Hearing Youth (CDHY) employees.

Note - This is a full year (12 month) based position and is scheduled to work during annual school closures.

Our Agency: The Center for Deaf and Hard of Hearing Youth (CDHY) is an educational community and statewide resource committed to ensuring all deaf and hard of hearing students in Washington reach their full potential. Our agency offers a variety of services in academic, residential, and outreach programming. CDHY celebrates all language experiences and deaf culture. We are committed to providing the best individualized learning experience for all students we serve.

Our Staff: Our employees are more than just workers. They are part of a community, network, and family. Each staff member serves as a role model to students. We're looking for people that can contribute, grow, think, and dream. We thrive in a culture that embraces diversity and rewards imagination. CDHY is committed to diversity, equity, and inclusion! Our agency strives to create an inclusive and diverse learning community with emphasis on access, success, and equity by recruiting, retaining, and ensuring the success of diverse students, faculty, and staff. CDHY aims to build a community that values and respects one another by providing the best learning environment for faculty, staff, and student success.

WSD Students are: Bilingual · Empowered · Successful for Today and Tomorrow = the BEST!

About the position: The Forms and Public Records Specialist plays a key administrative role in ensuring the agency’s documents, forms, and records are managed efficiently, compliantly, and securely. In collaboration with other relevant positions, this role provides administrative support and executes actions related to public records requests, in accordance with applicable laws and regulatory requirements. The role typically involves collaborating with employees and leadership members to ensure that records and forms systems align with CDHY’s operational and legal compliance needs. Records Management and Retention:

• Schedules and coordinates manual and electronic forms and/or records management services including files consulting, records retention scheduling, essential records scheduling, and similar services, in one or a group of organizational units and communicates record management needs with department personnel.
• Reviews records retention schedules to ensure conformance with legal requirements and state and agency standards, procedures and policies.
• Manages manual and/or electronic records retention, disposition, transfer, and storage systems and programs.
• Designs and develops electronic forms, layout and screens; analyzes work plan and/or process to determine required data elements, screen and automation concepts; determines audit requirements.
• Reviews and processes public record requests; assists in the development of public disclosure guidelines and training.
• Develops and maintains forms web repository and web links.

Public Records Management and Response:

• Receives public records requests, assists requestor in defining the scope of records requested, assists staff in identifying records responsive to a request, identify and redact information exempt from disclosure, provides records to requestor, and retains records related to requests in accordance with records retention requirements.
• Provides consultation and determinations on responses to discovery records requests.
• Conduct records management workshops and similar instructional sessions and assists in the development of instructional materials.
• Review, determine, and analyze potential applications of electronic, automated, micrographics and/or imaging technology and assist in performing analysis to determine the feasibility and/or benefits of converting information to alternative formats.

Required Qualifications

• Records Management – Ability to independently manage records throughout their lifecycle by organizing, categorizing, retrieving, securing, and disposing of complex paper and electronic records to maintain.
• Retention & Governance – Ability to independently apply retention schedules, laws, and agency policies to organize, preserve, or dispose of records so the program stays fully compliant, and records remain accessible, protected, and legally managed throughout their lifecycle.
• Policy & Legal Application – Ability to apply agency policies and state laws to ensure all records and disclosure work is fully compliant.
• Training & Guidance – Ability to explain procedures, advise staff and managers to promote consistent records and forms practices.
• Electronic Records Search – Ability to use advanced search methods across Laserfiche, program databases, shared drives, Outlook email, and other systems to find records for complex tasks.
• Critical Thinking & Problem Solving – Ability to analyze complex records situations, system inconsistencies, and process gaps, and develop practical solutions or recommendations to ensure records are accurate, accessible, compliant, and support program decision-making.• Ability to communicate professionally in writing and in-person
• Ability to manage multiple projects concurrently to achieve required timelines.
• Ability and willingness to work with diverse groups of people.
• Ability and willingness to work within a school environment serving students from grade Pre-K to post high school ages.
• Ability and willingness to serve as a mandated reporter of child abuse and/or neglect.

Desired Qualifications:

• Proficiency in American Sign Language (must be willing to learn).
• Three or more years of working experience with records management, records retention, public records and/or electronic filing system management.
• Professional working experience using Laserfiche systems.
• Professional experience developing and providing training to employees.
• Washington State Public Records Certification.

CDHY is an Equal Opportunity Employer. Please provide your resume, cover letter and at least 3 professional references. All candidates seeking to work within a school environment must be able to pass federal and state criminal background screening as a condition of employment. This position is in the bargaining unit represented by the Washington Federation of State Employees (WFSE). For membership questions, contact the local Union Representative. This position is eligible for full benefits (medical, dental, vision, long-term disability, life insurance, and retirement).

Salary Information: Salary is set using the State of Washington General government pay scales (47). Vacation and sick leave accrual, paid holidays, personal holiday, personal leave day, and overtime eligible after 40 hours of work in a week. For questions about this recruitment, or to request reasonable accommodation in the application process, please email [email protected]