• Job Description

  Req#: 5302974
  Salary : $50,592.00 - $67,992.00 Annually
  Location : Thurston County - Olympia, WA
  Job Type: Full Time - Permanent
  Remote Employment: Flexible/Hybrid
  Job Number: 2026-03009
  Department: Dept. of Commerce
  Division: Compliance and Contracts Division
  Opening Date: 04/09/2026
  Closing Date: 4/23/2026 11:59 PM Pacific
  Salary Information: The high end of the salary range, Step M is typically a longevity step
  
  Description
  Public Disclosure Coordinator (Forms & Records Analyst 3 with in-training option)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 mission of the Office Services Unit within the Contracts and Compliance Division of Washington State Department of Commerce is committed to compliance, operational efficiency and transparency by providing robust agency support in Purchasing, Records Management, Public Disclosure, Facility and Fleet Management. We strive to enhance operational effectiveness while ensuring compliance with all state laws, regulations, and policies.
  
  Working within the Office Services Unit, the Public Disclosure Coordinator is responsible for responding to and processing public requests. Working under the direction of the Public Disclosure and Records Manager this position is expected to work independently, ensuring response timelines are met with accurate and complete responses. Using various software tools, such as GovQA, Microsoft E-discovery, and others, this position will independently search for, review and prepare responses to agency public disclosure requests. As needed this position will interact with unit records coordinators and other division staff across Commerce to gather and evaluate requested materials. This position will also occasionally seek advice or guidance from the Assistant Attorneys General's office to ensure accurate interpretation of RCWs.
  
  The teams are looking to fill multiple vacancies with this one recruitment.
  This is a hybrid position based out of our Olympia office.
  Duties
  
  Collecting and processing agency records
  Tasks include:
  • Coordinate assigned public records requests in Commerce's PRA program, ensuring consistent application of PRA processes across divisions.
  • Manage intake, clarification, and workflow coordination for public records requests received via GovQA and the shared PRA inbox.
  • Serve as a specialist to agency wide coordinators on request interpretation, scope, sensitive content, and PRA obligations.
  • Maintain strong, professional communication with requestors, staff, and leadership to ensure clarity, consistency, and timely outcomes.
  • Act as an agency specialist on conducting comprehensive searches using Microsoft eDiscovery, Outlook, SharePoint, network drives, SMARSH, and Everlaw to locate electronic records.
  • Develop search terms, filters, and Boolean logic to generate accurate and defensible search results.
  • Coordinate search activities with records coordinators and program staff to gather responsive records.
  • Works with Commerce staff and program managers to ensure the agency is compliant and consistent with PRA responses.
  • Review responsive documents for completeness, relevance, and exemption applicability.
  • Apply appropriate PRA exemptions, ensuring accurate redaction and protection of sensitive data.
  • Prepare exemption logs and document redaction decisions with clarity and legal accuracy.
  • Ensure assigned components of the PRA process remain accurate, current, and aligned with RCW 42.56 and Commerce practices.
  
  Receiving and responding to Public Disclosure Requests
  Tasks include:
  • Provide training and guidance to division records coordinators on PRA processes, search practices, and exemption classifications.
  • Assist with the development of standard templates and process documentation for PRA workflows.
  • Maintain accurate tracking of assigned requests within GovQA, including dates, exemptions, and outcomes.
  
  Other Duties as assigned
  Tasks include:
  • Contribute to updates of Commerce PRA process documentation, including, forms, templates, and guidance materials.
  • Recommend incremental improvements to PRA workflows, templates, and search practices.
  • Coordinate with the Records Officer on retention schedules affecting PRA related- records.
  Qualifications
  
  Required Position Qualifications: This is an In-training position. The goal class for this position is Forms and Records Analyst 3 (FRA3). We will consider applicants who meet the requirements for the FRA2 and 3 levels. If the finalist meets the requirements for the FRA2 level, they will be hired at that level and placed into a training program to become an FRA3 within a specified period of time.
  
  Forms and Records Analyst 2Any combination of Five (5) total years of experience and education. This could be gained by a combination of relevant education beyond high school equivalency and/or professional-level experience.
  Experience must include:
  • Minimum of one (1) year of records management experience
  
  Education involves business, public administration, or related field. Qualifying education post High School/GED may be substituted year for year for experience.
  Examples of how to qualify:• 5 years of experience
  • 4 years of experience and 1 year of education
  • 3 years of experience and 2 years of education
  • 2 years of experience and 3 years of education
  • 1 year of experience and 4 years of education
  
  Forms and Records Analyst 3Any combination of six (6) total years of experience and education. This could be gained by a combination of relevant education beyond high school equivalency and/or professional-level experience.
  Experience must include:
  Minimum of two (2) years of experience providing any combination of at least 3 or more of the following:
  • Experience using public disclosure tools to track requests, perform searches, and apply appropriate redaction.
  • Receiving and documenting Public Disclosure Requests.
  • Reviewing request details and clarifying with requester as needed.
  • Conducting records searches using agency electronic records search tools.
  • Consulting employees, managers, and executives on Public Disclosure Requests and responsive records.
  • Reviewing and redacting public records based on the requirements outlined in the Public Records Act and applicable case precedent.
  • Providing public disclosure training to agency staff.
  
  Education involves business, public administration, or related field. Qualifying education post High School/GED may be substituted year for year for experience.
  
  Examples of how to qualify:• 6 years of experience
  • 5 years of experience and 1 year of education
  • 4 years of experience and 2 years of education
  • 3 years of experience and 3 years of education
  • 2 years of experience and 4 years of education
  
  Preferred/Desired Qualifications:• Three (3) or more years of professional-level experience processing and responding to public disclosure requests.
  • Experience using existing public disclosure tools currently used at various state agencies and local municipalities, such as Everlaw, GovQA, Adobe Acrobat, SMARSH and E-Discovery.
  
  Required Position Competencies:• Ability to exercise discretion and confidentiality at all times.
  • Knowledge and understanding of the Public Records Act (RCW 42.56)
  • Clear and confident decision-making skills
  • Comprehensive analysis skills
  • Independently mange time and prioritize projects, organizing and tracking records to ensure efficiency, accuracy, and compliance.
  • Ability to meet all completing deadlines, outlined by the PRA (RCW 42.56) and Commerce policy, efficiently and effectively ensuring accuracy.
  • Ability to complete Attorney General Public Disclosure courses
  
  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 is a hybrid position based out of our Olympia office.
  
  This recruitment may be used to fill future vacancies over the next 60 days.
  
  Technical support is provided by NEOGOV, 855-524-5627 (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 Human.Resources@commerce.wa.gov. Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.
  
  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 01-07-2026
  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.) involving business, public administration or related field 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
  
  Do you have at least one year of records management experience?
  • Yes
  • No
  
  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
  
  How many professional years of experience in 3 or more of the following do you have:• Experience using public disclosure tools to track requests, perform searches, and apply appropriate redaction.• Receiving and documenting Public Disclosure Requests.• Reviewing request details and clarifying with requester as needed.• Conducting records searches using agency electronic records search tools.• Consulting employees, managers, and executives on Public Disclosure Requests and responsive records.• Reviewing and redacting public records based on the requirements outlined in the Public Records Act and applicable case precedent.• Providing public disclosure training to agency staff.
  • 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
  • More than 5 years but less than 6 years
  • 6 or more years
  
  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
  
  Based on your years of experience - which Public Records Specialist position do you qualify for?
  • Forms and Records Analyst 3 - 6 or more years of experience
  • Forms and Records Analyst 2 - 5 years of experience
  
  08
  
  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.)
  09
  
  Can you commit to a hybrid schedule in our Olympia office - two days a week?
  • Yes
  • No
  
  10
  
  Please describe how you meet the Required Position Competencies. If you do not, please type N/A in the text box below.
  11
  
  Please describe how you meet the Desired Qualifications. If you do not, please type N/A in the text box below.
  12
  
  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.
  • Yes
  • No
  
  13
  
  Are you a current or former employee of the state of Washington?
  • Yes
  • No
  
  14
  
  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.
  15
  
  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

• About the company

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