Forms and Records Analyst 2

Description

WSLCB Vision
Safe communities for Washington State
Mission
Promote public safety and trust through fair administration and enforcement of liquor, cannabis, tobacco, and vapor laws
Your opportunity at a glance
Due to internal agency promotions, the Washington State Liquor and Cannabis Board is currently recruiting for a dynamic, motivated, and culturally competent Forms and Records Analyst 2 in the Public Records Unit. This position is responsible for processing and handling: (a) requests for Public Records pursuant to the Washington Public Records Act (RCW 42.56), (b) requests for records from Courts, the Office of Administrative Hearings or similar tribunals, and from the Washington State Attorney General; and (c) requests for records as discovery in agency litigation, and (d) requests for records pursuant to a valid subpoena issued by a Court of competent jurisdiction. The successful candidate will also prepare and deliver trainings; respond to LCB management and staff; work with LCB and State risk management staff and Attorney General's office staff who represent the LCB; and meet state and federal time frames in responding, as well as participate in unit meetings and trainings.

The Forms and Records Analyst 2 will be processing Liquor, Cannabis, Tobacco, Vape and other complex record requests including legal discovery, and Subpoena's as assigned. This position assigns record requests on a rotating weekly basis and works with junior public records staff as a lead in assisting and guiding with assigned work, and monitoring and tracking completion.

Duties

• Process and handle: (a) requests for Public Records pursuant to the Washington Public Records Act (RCW 42.56), (b) requests for records from Courts, the Office of Administrative Hearings or similar tribunals, and from the Washington State Attorney General; and (c) requests for records as discovery in agency litigation, and (d) requests for records pursuant to a valid subpoena issued by a Court of competent jurisdiction.
• Send "Five-day letters" - Within five business days of the Board's receipt of the request, the Public Records Coordinator must send a letter in response to the requester. The five-day letter must do one of the following:
  • Produce the requested records;
  • Provide the specific internet address where the records may be located on the WSLCB website;
  • Seek clarification of the request;
  • Deny the request and give the statutory basis for denial; or
  • Estimate when the records will be produced and explain why that time is needed.
• Coordinate adequate searches for records – responsible to coordinate reasonably calculated searches for legal discovery related and public records by identifying persons, locations, and formats of requested records.
• Assign record requests to staff as required, track and monitor processing and completion in a timely manner by junior staff with whom this position works.
• Review records for responsiveness, redactions, and withholdings – responsible for determining what records are responsive to legal discovery and public records requests and what information must be redacted or withheld from disclosure.
• Prepare records for release - properly prepare records for release, utilizing electronic redaction software, and with the release of records include a cover letter that lists any redactions and brief explanations and citing of the exemptions for the requester.
• Identify cost of request or allow requester to inspect records - identify if there are charges associated with the release of records and allow the requester to inspect records if they prefer.
• Track Public Records Requests and Legal Discovery Requests –enter all of the requests assigned to them into the Public Records Tracking Log and any legal discovery tracking logs.
• Properly store records – store all records regarding a request in an electronic folder in the Tort Drive. This folder must contain all records including: correspondence to and from the requester, correspondence with internal staff to gather records, a clean copy of the records gathered, a working copy of the redactions made to the records, and a redactions copy with the redactions made permanent.
• Consult with managers, supervisors and employees on legal discovery and routine public disclosure requests.
• Answer basic questions regarding routine disclosure exemptions, what are considered responsive files and how to identify them, and searching or providing records.
• Provides and assists Senior Records staff as needed.
  Provides and assists Senior Records staff as needed with LCB staff trainings and meetings.
  Engages in LEAN trainings and activities and Results tracking and reporting.
• Other duties as assigned.
  

Qualifications

REQUIRED EDUCATION, EXPERIENCE, SKILLS, AND ABILITIES:

• Bachelor's degree AND six (6) months of direct work related experience in public records, records management, or legal discovery

OR

• Associate of Arts degree (or higher) with an emphasis/major in public or business administration, pre-law, government, political science, paralegal studies or a related field AND one (1) years of direct work related experience in public records, records management, or legal discovery;

OR

• High school graduation AND two (2) years of direct work related experience in public records, records management, or legal discovery.

DESIRABLE EDUCATION, SKILLS AND ABILITIES:

• Experience with and advanced knowledge of the Public Records Act.
• Experience with and advanced knowledge of litigation discovery processes.
• Working knowledge of LCB programs, 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.

Supplemental Information

HOW TO APPLY

IMPORTANT: To be considered for this position, you MUST include the following, failure to do so WILL result in your application being disqualified:
1. Current Resume
2. Letter of Interest stating how you meet the requirements of the position.
3. Three to four professional references to include a current or recent supervisor with email addresses and phone numbers.

**A resume will not substitute for completing the "work experience" section of the application.

The information provided in your application and supplemental questionnaire must support your selected answers in the supplemental questions. Responses not supported in your application will disqualify you for consideration of employment from this recruitment.

Prior to a new hire, a background check including criminal record 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 position.

OTHER
Applicants for employment with the Washington State Liquor and Cannabis Board should be aware of RCW 66.08.080, which states in part: "No employee of the board shall have any interest, directly or indirectly, in the manufacture of liquor sold under this title, or derive any profit or remuneration from the sale of liquor, other than the salary or wages payable to him in respect of his office or position, and shall receive no gratuity from any person in connection with such business.

RCW 69.50.351, no member of the state liquor and cannabis board and no employee of the state liquor and cannabis board shall have any interest, directly or indirectly, in the producing, processing, or sale of marijuana, useable marijuana, or marijuana-infused products, or derive any profit or remuneration from the sale of marijuana, useable marijuana, or marijuana-infused products other than the salary or wages payable to him or her in respect of his or her office or position, and shall receive no gratuity from any person in connection with the business.

WSLCB is an equal opportunity employer and does not discriminate on the basis of race, creed, color, national origin, sex, marital status, sexual orientation, gender identity diversity, age, honorably discharged veteran, veteran status, genetic information, or the presence of any sensory, mental or physical disability or the use of a trained guide dog or service animal by a person with a disability.

For questions about this recruitment, or to request reasonable accommodation in the application process, please email hrjobs@lcb.wa.gov or call (360) 664.1636. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.