Salary : $45,024.00 - $60,132.00 Annually Location : Thurston County - Olympia, WA Job Type: Full Time - Permanent Remote Employment: Flexible/Hybrid Job Number: 2025-05080 Department: Dept. of Commerce Division: Operations Division Opening Date: 07/22/2025 Closing Date: 8/5/2025 11:59 PM Pacific Description Agency Records Specialist At the Department of Commerce, we're reimagining what's possible in government. We're builders, thinkers, and change-makers, working at the intersection of innovation, community, and impact. From unlocking critical funding to fueling inclusive economic growth, we're turning big ideas into real-world solutions that uplift people and places. Our agency's strength lies in the diversity of our workforce and the breadth of the lived experiences and perspectives employees bring to the work. We believe equity is not just a value but a practice, which is reflected in how we design programs, engage communities, and deliver outcomes. We foster a workplace culture where curiosity is encouraged, bold thinking is welcomed, and collaboration drives our impact. This job is a commitment to reshape systems so they work better for everyone. If you're ready to challenge the status quo and build meaningful connections, we want to meet you. Let's build what's next, together. The agency records specialist supports the vision/mission of the agency by acting as a key communication hub to facilitate internal and external record exchanges. Reporting to the Agency Records Officer, the agency Records Specialist assists in ensuring compliance with the Secretary of State Guidelines. The agency records specialist will assist in the management of agency records to ensure disclosure of public records to help reduce the risk and liability to the agency, will have full understanding of the Records center Database and will use Laserfiche for records management, retention and disposition. Promotes trust and transparency to the public and provides an organized and efficient work environment for our employees. This position helps the Agency Records Officer with agencies records management programs and processes. This is a hybrid position based out of our Olympia office. DutiesManage assigned records management workload Tasks include: •Assists Agency Records Officer with the transmittal of agency records to the State Records Center or State Archives •Prepares Archives Records Transmittal & Box Content Lists for records to be transferred to the State Records Center or State Archives •Monitors and responds to agency records shared inbox responding or escalating appropriately while ensuring all retention schedules are followed. •Assists Agency Records officer with the disposition of agency records held at the State Records Center following disposition guidelines outlined in the Washington State general Records Retention Schedules. •Prepares destruction logs of unit records for the agency records officer review and signature •Serves as the Records Coordinator for the Office Services Unit by providing direct records management and public disclosure services to division staff •Maintain and update the records center database monthly documenting the status of agency records being transferred for storage or dispositioned. •Participates in and assists the ARO in the planning of the bi-monthly records coordinator meetings. •Responsible for taking notes during the bi-monthly records coordinator meetings. •Prepares monthly disposition reports for agency staff tracking replies and edits, submitting to the ARO for review and signature. •Assist the Agency Records Officer in the bi-annual assessment and inventory of agency records as outlined in RCW 40.10. Support agency staff in records management functions Tasks include: •Consults with agency staff to assist with records management recommendations and planning. •Responds to reference requests submitted by Commerce staff using the Reference Request form, as well as tracking the receipt, transfer and return of records to and from the records center. •Responds to agency staff inquiries regarding records management and disposition processes •Assists agency training staff and the ARO with the development and delivery of training to agency staff regarding records management. Other duties as assigned Tasks include: •Assists the Agency Records Officer with special projects as assigned QualificationsRequired Position Qualifications: Any combination of Three (3) total years of experience. This could be gained by a combination of relevant education beyond high school equivalency and/or professional-level experience involving business, public administrative, community, trade or economic development. Minimum of one (1) years of substantial professional-level experience that must include professional experience at a state or local government agency managing agency records in accordance with the Secretary of State Guidelines. Experience and education (including college-level coursework, technical and/or vocational education, and or certification programs) combinations that meet the requirements for this position: Possible CombinationsCollege credit hours or degree - as listed aboveYears of required experience - as listed aboveCombination 1No college credit hours or degree3 years of experienceCombination 21 year of education beyond post-high school of GED equivalency2 years of experienceCombination 32 year of education beyond post-high school of GED equivalency1 year of experience Preferred/Desired Qualifications: •Records management software systems such as: Laserfiche or similar software. •Understanding of Secretary of State Records retention requirements. •Experience using transmittal software programs such as Gov QA. •Knowledge and understanding of the Public Records Act 42.56. •Decision making skills. •Comprehensive analysis skills. •Timely execution. •Able to balance multiple competing priorities with differing deadlines. Required Position Competencies: •Provides excellent customer service. •Demonstrated skill in writing professional communications. •Strong computer skills in Excel, Word, Outlook. •Demonstrated organization and time management skills. •Strong attention to detail with the ability to effectively review high volumes of documents. •Knowledge of principles of good records management. To be considered for this position the following are needed:
- A complete and detailed online application.
- A cover letter (enter online).
- At least three professional references (enter online).
For questions about this recruitment, please contact our recruitment team via email: - please reference the job number in your message. Supplemental Information This recruitment may be used to fill future vacancies over the next 60 days. Technical support is provided by NEOGOV, 855-###-#### (can't log in, password or email issues, error messages). DES job seeker support may answer general questions regarding the recruiting system at Our Commitment to Equal Opportunity The Washington State Department of Commerce is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply. Persons needing accommodation in the application, testing, or interview process or this job announcement in an alternative format may email Human Resources at
[email protected]. Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-###-####. Department of Commerce also offers a competitive benefits package including: medical and dental insurance benefits, retirement and deferred compensation plans, 11 paid holidays each year, 14-25 vacation days per year (depending on length of employment), 8 hours of sick leave per month (if full time employed), bereavement leave, an employee assistance program, as well as other benefits. Please see the Benefits Tab for more details. 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. That's 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 (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 (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 , 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 Family and Medical Leave Act (FMLA) Leave Without Pay Please visit the State HR Website for more detailed information regarding benefits. Updated 07-21-2025 01 In the space below, please write a formal cover letter describing your interest and how you meet the specific qualifications for this position. 02 How many years of post-high school equivalent formal education (including college-level coursework, technical and/or vocational education, and/or certification programs.) do you have?
- Less than 1 year
- More than 1 year but less than 2 years
- More than 2 years but less than 3 years
- More than 3 years but less than 4 years
- More than 4 years but less than 5 years
- 5 or more years
03 How many professional years of experience do you have relevant to this position?
- Less than 1 year
- More than 1 year but less than 2 years
- More than 2 years but less than 3 years
- 3 or more years
04 If you indicated you have experience noted above, please explain how, where and when you gained this knowledge and experience (must also be reflected in the work experience of your application). If you answered no, please type N/A in the text box below.) 05 Do you have at least one year of substantial professional-level experience that must include professional experience at a state or local government agency managing agency records in accordance with the Secretary of State Guidelines?
06 If you indicated you have experience noted above, please explain how, where and when you gained this knowledge and experience (must also be reflected in the work experience of your application). If you answered no, please type N/A in the text box below.) 07 Please describe how you meet the Desired Qualifications. If you do not, please type N/A in the text box below. 08 Can you commit to a hybrid schedule in our Olympia office?
09 As a condition of employment, I understand and agree that I must reside in the state of Washington prior to or on the first day of state employment.
10 Are you a current or former employee of the state of Washington?
11 If you answered yes to the question above, what is the agency you are currently or formerly with? If you answered no, please type N/A. 12 Please select the option below that best indicates where you heard about this job opportunity.
- www.careers.wa.gov
- Aggregate job search website (Indeed.com, Simplyhired.com)
- Department of Commerce website
- Department of Commerce employee
- Social Media (LinkedIn, Facebook, Twitter)
Required Question
